Receptionist / Administration Assistant

6 hours ago

East Perth, Western Australia Home Migration Services Full time $55,000 - $65,000 per year

Position Summary

We are seeking a highly organized, efficient, and client-focused Receptionist / Administrative Assistant to join our growing legal and migration team.

This role requires excellent multitasking abilities, fast and accurate typing, and the capacity to handle multiple phone calls and competing priorities in a professional environment. The successful candidate will play a key role in maintaining smooth office operations and supporting both legal and accounting functions.

Key Responsibilities

Reception & Client Coordination

  • Answer and manage multiple incoming phone calls promptly and professionally.
  • Greet clients and visitors, ensuring a friendly and professional first impression.
  • Schedule appointments and consultations via phone, email, and online booking systems.
  • Liaise with clients to ensure completion of online forms and submission of required migration or legal documents.
  • Maintain confidentiality and compliance with legal and migration standards.
  • Manage boardroom bookings and ensure reception, kitchen, and client areas are presentable and well maintained.

Administrative & Office Support

  • Prepare, edit, and type correspondence, contracts, and client forms quickly and accurately.
  • Use LEAP for client file management and document preparation.
  • Update and track client progress using (CRM).
  • Draft and issue contracts and engagement letters via PandaDoc.
  • Scan, file, and maintain digital and physical client records.
  • Prepare and send invoices and receipts through Xero, and assist with payment follow-up.
  • Support timesheet collection and general HR administration.
  • Manage incoming and outgoing mail, couriers, and office supplies.

Financial & Reporting Support

  • Reconcile bank accounts and prepare documentation for accounting reports.
  • Assist the accountant with bookkeeping tasks and monthly or quarterly financial reporting.
  • Maintain client payment records and coordinate with accounting for accuracy.

Skills & Qualifications

  • Previous experience in a legal, migration, or professional services firm (preferred).
  • Fast and accurate typing skills (50+ wpm).
  • Strong multitasking and time management skills — ability to handle multiple phone lines and competing priorities.
  • Proficiency with:
  • Xero (accounting and invoicing)
  • PandaDoc (contract and document management)
  • Microsoft Office Suite (Word, Excel, Outlook)
  • Gmail and Google Workspace tools
  • Excellent written and verbal communication skills.
  • High attention to detail, professionalism, and confidentiality.
  • Reliable, proactive, and able to work efficiently under pressure.

Desirable Attributes

  • Experience working in a fast-paced legal, migration, or professional services environment.
  • Ability to prioritize tasks and maintain accuracy while managing multiple responsibilities.
  • Friendly, approachable, and client-oriented demeanor.
  • Willingness to assist across different areas of the firm as required.

Job Types: Full-time, Permanent

Pay: $55,000.00 – $65,000.00 per year

Benefits:

  • Employee mentoring program
  • Professional development assistance

Ability to commute/relocate:

  • East Perth WA: Reliably commute or planning to relocate before starting work (Required)

Experience:

  • Microsoft Office: 3 years (Preferred)
  • Administration: 3 years (Preferred)

Work Authorisation:

  • Australia (Preferred)

Work Location: In person

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