MP Administration Clerk/ General Admin/Reception/Client Services Officer

About Us :

Maclean Partners is a successful North Queensland based business who has been helping navigate the complex business waters since 1985. 

We have a fully integrated accounting practice and financial planning practice model with Chartered Accountants that work closely with Financial Planners under the one roof. 

We have a team of 30 professionals, all of which understand the challenges you face, from making effective business decisions to maximising your net worth. 

Our goal is to maintain strong individual relationships with our clients. 

We offer the depth and breadth of services available from any major accounting firm while providing the personal touch only a locally owned firm can offer. 

We at Maclean Partners have invested in understanding you, your family, and your business. We endeavour to offer you maximised return on the time and effort you invest to meet your business, family and personal financial goals. 

These are the qualities that make us unique, the qualities our clients have come to expect.

About You :

• Senior High School Certificate.

Maclean Partners provides formal and informal training for all team members, and provision for members who are studying for relevant qualifications can be negotiated on an individual basis.

We do not perceive team members to be a ‘cost ’. Instead, a team member is a form of human (intellectual) capital; someone who generates more for the firm than their salary cost (plus share of overhead).

Therefore, we invest heavily in training and improving our team members, to obtain the best possible return. These ‘returns ’, typically, will be in the form of fees, but also from the generation of ideas that improve our

efficiencies and from the introduction and retention of clients.

Team members are thorough, passionate about detail, technically proficient, well prepared, able to concentrate, neat and well organised, proactive and forward thinking, and quick learners. They have an unrelenting work

ethic, are enthusiastic, have an encouraging and positive perspective, are considerate and polite, and good communicators and team players.

Position Summary :

In this role you will be provide administration support for managers and supervisors within the organisation and predominantly for the team in our Charters Towers office. You will coordinate all incoming and outgoing communications for the business, receiving incoming telephone calls for the organisation, obtaining caller's name, and forwarding calls to the appropriate person or taking messages. You will also oversee email correspondence and assist in filing and documenting data. This role provides face to face interactions, greeting clients and visitors and directs them to the conference room or staff member's office. You will take additional administration duties, answering inquiries for the general public, scheduling appointments, receiving, or sending out messenger/courier items.

Reception staff are the first point of call for Maclean Partners and must project a professional image at all times. You will be responsible for assisting in providing accurate and timely administrative services to the firm.  Employees in this position will work proactively to support the accountants and administration team within the office. Employees should require only general guidance or direction. Employees should use initiative, discretion and judgement in carrying out their assigned duties. Such employees may be required to give assistance and guidance (including guidance in relation to quality of work and which may require some allocation of duties) to junior employees and would be able to train such employees by means of personal instruction and demonstration. 

Key Requirements :

• Experience working within a similar environment
• Knowledge of administrative and clerical procedures
• Knowledge of customer service principles and practices
• Good keyboard skills
• Knowledge of computers and relevant software application
• Excellent phone manner
• Proficiency with Microsoft Office
• Attention to detail and strong organisational skills.
• The ability to communicate clearly and effectively, both verbally and written.
• The ability to develop good relationships with clients, fellow staff members and other professionals.
• Able to work under pressure and meets timelines.
• Show discretion and an understanding of the need for client confidentially.
• The ability to follow processes and instructions.
• Able to contribute positively and collaboratively to the team environment. 

Professional Development 

• Initial and ongoing training will be provided in the following areas as relevant:

Develop knowledge and skills within your role

Job Responsibility :

• Answer telephones, screen and direct calls within a timely manner
• Take and relay messages
• Provide information to callers
• Greet persons entering organisation
• Preparing letters and documents as required.
• Deal with queries from the public , staff and clients
• Ensure knowledge of staff movements in and out of organization
• Monitor visitor access and maintains security awareness
• Provide general administrative and clerical support
• Prepare correspondence and documents
• Receive and sort mail and deliveries (including client data)
• Maintain Petty Cash System
• Monitor and maintain office equipment
• Ensuring that common areas in office premises are equipped with required office supplies as appropriate.
• Monitoring the use of equipment and supplies within the office.
• Coordinating the maintenance and repair of office equipment when required.
• Monitor support staff emails and action within a timely manner.
• Assist and prepare documents when requested by client or third party such as banks or other accounting firms.
• Contacting clients for approval of distributing confidential papers.
• Creating and typing out for signing letters including printing and binding income tax returns and financial statements. 
• Assisting in setting up workpapers for accountants and scanning data to Source Docs file.
• Calling the ATO to arrange payment plans.
• Monitoring admin trays and actioning in a timely manner.
• Sending tax mail to partner for digital approval prior to sending to client portal.
• Schedule client appointments and updating calendars as required.
• Maintain clean & safe workspace, and abide by workplace health & safety policies and procedures. 
• Create secure client portals and upload documents as required.
• Set up new clients/closing clients in Practice Manager when necessary.
• Receipting client payments.
• Assist in chasing up outstanding payments
• Writing up banking and depositing to banking institution
• Collecting and posting mail.
• Lodging tax returns, BAS etc daily
• General cleaning, tidy and maintaining of reception area and all office spaces (including bathroom/floors/kitchen etc)
• Monitor and review water usage and irrigation requirements for gardens at the office address
• Other tasks as directed.

Core Competencies

• Actively listens and effective communication
• Analytical and problem solving skills
• Friendly & helpful and works productively with all team members and clients
• Planning and organisational skills
• Quality work & adherence to internal procedures and policies
• Shows a high degree of accuracy, responsibility and attention to detail.
• Understanding work delegated to you and work towards finding solutions.
• Asking questions to complete work in a timely manner and accurate manner. 

What we expect from you

• Complete jobs on time
• Achieve KPIs
• Manage workload and establish priorities
• Communicate clearly with accountants, team members and clients
• Supporting other team members and promoting a positive team environment as all team members have a strong desire to work in a harmonious workplace

What we want from you

• Able to meet deadlines
• Alert the team leader where a job is at risk of falling behind schedule.
• Work towards finding solutions for what you don't know and ask the question necessary to complete work on time.
• Assist other team members where necessary. Work as a team and value the individual contribution and abilities of your colleagues.
• Work in a focused manner with attention to detail.
• Display each of the following attributes - excellent work ethic / dedication / punctual / initiative / personality / proactive / organised / professional.
• Ensure you are consistently asking yourself - 'Am I doing the most important thing that I should be doing?... and if not, why not?' (time is a valuable resource to be spent wisely and with a sense of balance in mind).
• To enjoy your work role. 

Job Functions :

Receptionist

Job Benefits :

Selling Point :

Contact :

Tina Bruin