Administration Assistant – Accounting

About the Oxygen team:

• Part of a growing global company of 2500 employees and $200m in revenue.
• Special leave - additional week of leave over Christmas – up to 5 days
• Annual Wellness voucher
• Endless opportunities for learning and nurturing your growth to enable mastery of your profession
• Active social committee organising quarterly staff events

Oxygen Private Clients (an Ascentium company) are a youthful, energetic and a diverse team of professionals. We are looking to grow our team to keep up with our continuing client growth. Our team members have excellent communication skills, are personable, detail orientated, curious and collaborative.

Conveniently located near Hawthorn Train Station and tram stops nearby the office is easily accessible by public transport. On-site parking is not provided however street parking is available nearby.

The Role:

We are looking for a dynamic Client Services Coordinator("CSC) to enable excellence in clients service delivery. Oxygen Private Clients provide technically proficient, strategic accounting and tax services to an exciting client base of entrepreneurs and high net worth individuals.

The CSC is expected to have direct contact with clients and other third parties, as well as liaise with the whole team on undertaking and executing administrative matters. With stakeholders both internally and externally, the role is "client facing" and success in the role is very much driven by the ability to build and maintain relationships both inside and outside the firm.

This role covers a range of responsibilities and work with multiple stakeholders. It will be suited to someone who enjoys working at a fast pace and is a confident communicator. The CSC will report to the Client Services Manager.

Role specific duties include but are not limited to:

Client Team Assistance:

• Lodging, reporting, updating and general compliance with government bodies such as the Australian Taxation Office, Australian Securities and Investments Commission
• Maintaining KPIs of lodgement statistics
• Maintaining and updating client records in software system
• Preparation of letters, correspondence, reports and other required documentation
• Collation and preparation of Financial and General Reports for clients
• General client and team administration duties including scanning, document preparation, binding, electronic filing and printing
• Answering client queries and following up documents/actions
• Preparation of proposals and invoices as directed
• General support to partners and team members as required – including booking travel and staff events

Client Facing:

• Welcoming and greeting clients when they arrive for meetings, preparing rooms for meetings and making tea/coffee's, packing down rooms post meetings
• Answering main phone line

Project Work

• Undertaking ad-hoc project work as required including service agreements, audit insurance and lodgement program.
• Assisting with building new workpaper templates
• Assisting team with implementation of automation and AI

Office Management:

• Maintaining stock of office and kitchen supplies including ordering and unpacking supplies
• Ensuring office is organised, plants watered and paperwork and files are tidy
• Liaising with building management and contractors in relation to cleaning, maintenance and IT issues

Who are you?

An energetic, task orientated person who enjoys working with people and is a clear and confident communicator.

Key Attributes include:

• Minimum 2 years of experience in a professional office environment (accounting firm preferred) with strong knowledge of general administration processes
• Role requires use of Office suite (including word, excel, powerpoint, visio & copilot), XPM, Xero, Now Infinity, Class, Docusign, Nitrosign, ; previous experience with these programs is an advantage
• Be able to manage stakeholder expectations and prioritise time
• Possess a growth mindset and willingness to learn
• Builds strong working relationships with colleagues

(NOTE: this is an administrative role and not a steppingstone into an accounting position)

Please get in touch if you would like to know more about Oxygen Private Clients or the role itself, otherwise we look forward to your application.