Custermer service AdministratorClient Services

7 days ago

Sydney, New South Wales, Australia Total Visa Pty Ltd Full time $60,000 - $80,000 per year

Location: Sydney (Bondi Junction) | Work type: Full-time (on-site) | Start: 24 November 20225

Total Visa is a busy migration practice supporting clients and sponsors across Australia. We're looking for a proactive Client Services & Admin Coordinator to be the operational heartbeat of our practice - owning client onboarding, calendar and inbox control, basic bookkeeping, and hands-on assistance to our RMAs.

What you'll do

Client onboarding & admin

·      Answer any incoming calls and email enquiries, where possible try to help them, otherwise take a message for Director or RMA.

  • Create and manage calendar appointments for clients and team members.
  • Send meeting summary notes to prospective clients, and maintain ongoing engagement with them.
  • Prepare and send Service Agreements, track follow-ups, and file signed agreements to the correct Accounts folder with accurate file notes.
  • Create and manage calendar appointments for clients and team members.

Bookkeeping & trust account support

  • Create/send invoices in Xero, reconcile, and issue receipts daily.
  • Prepare weekly/monthly financial reports: Trust Account, Sales, Estimated Sales, Prospects, Debtors.

RMA assistance (case support)

  • Lodge applications when instructed; record in LEAP, onboarding records, and the Sales spreadsheet.
  • Notify clients and sponsors of the Department's feedback using template emails.

What you'll bring

  • Experience in a migration, legal, or professional services environment (migration practice exposure highly regarded).
  • Working knowledge of LEAP, Xero, Google Workspace, ImmiAccount, VEVO, and calendar/email best practice.
  • Strong grasp of trust accounting basics, invoicing, receipts, and daily reconciliation.
  • Laser-sharp attention to detail, excellent written/verbal communication, and confident client phone manner.
  • Ability to prioritise, juggle multiple deadlines, and follow structured processes.
  • Discretion and professionalism handling confidential client information.
  • Full Australian work rights.

Nice to have

  • Prior support to Registered Migration Agents (SBS/nom/visa/EOI drafting).
  • Familiarity with Department fees, SAF, and subsequent application charges.
  • Report building in spreadsheets (Trust/Sales/Prospects/Debtors).

Why join us?

  • Close-knit team with direct mentorship from senior practitioners.
  • Varied workload across business operations and casework.
  • Clear processes, templates, and tools—your ideas for improvement are welcome.

How to apply

Send your CV and a short cover letter to with the subject line "Client Services & Admin Coordinator – Your Name".

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