Team Assistant (Local Accounting Firm)

Assisting the Super Team and Directors with administration:

• Monitoring and maintaining MYOB AE database;
• Invoicing for the Super team, including write-ons/offs;
• Client and staff reporting;
• Maintaining staff training register;
• Organising team meetings, including preparation of reporting, agenda and minutes;
• Customer queries, answering of superannuation telephone, including tracking the progress of audits and dealing with enquires from clients;
• Scanning of documents;
• Processing new work (both from the mail and from the server);
• Processing completed audits and returning information to clients;
• Ensure the seminar suitcase is ready for the professional staff – i.e. maintain supplies;
• Induction for new super staff;
• Printing, binding and other tasks for the team;
• Back-up of debtors for the division (ensure no debtors are into 60 days plus);
• Assisting Partners, Consultants and staff with administration work where required;
• Other administrative duties as required.
• General administration for the Group:
  • General backup of for the compliance administration team, reception, answering phones, tending reception, refreshments for clients;
  • Working with other administration team members and Head of Administration on group work.

Core Competencies For Success In The Position

Business Knowledge

• Understands one’s role and its contribution to the division and firm;
• Has knowledge of operations, business systems and processes;
• Has solid understanding of procedural and correspondence policies.

Client Service Orientation

• Conveys a “welcoming” attitude to internal and external clients;
• Responds quickly and appropriately;
• Takes ownership/accountability of issues;
• Demonstrates professional demeanor in all situations (e.g., high stress, down market);
• Builds rapport with clients;
• Knows the client (internal and external) and delivers personalised services based on that knowledge;
• Demonstrates a sense of urgency around meeting client needs;

Communication Skills

• Clearly articulates thoughts and ideas;
• Is diplomatic in communications;
• Listens to ensure understanding prior to making decisions or taking action;
• Uses professional language;
• Creates written communications;
• Uses electronic communications appropriately;
• Follows appropriate business protocol and phone skills;
• Writes professionally and effectively;
• Strong dictation skills.

Personal Resilience

• Demonstrates emotional and intellectual flexibility;
• Stays calm and focused;
• Ability to be provided with feedback and have resilience;
• Treats all team members equally and with respect;
• Has a sense of humor, perspective and self;
• Maintains objectivity.

Problem Solving / Critical Thinking

• Identifies the issue and thinks it through sequentially;
• Follows established processes and procedures;
• Identifies problems; gathers facts and other appropriate resources needed to resolve issues;
• Understands available options and recommends/implements solutions.

Productivity

• Works well under pressure to meet daily deadlines and client requests;
• Reacts quickly and responds appropriately;
• Demonstrates initiative;
• Is proactive and accountable;
• Demonstrates a good work ethic;
• Manages time appropriately;
• Plans and organises;
• Has ability to multitask and prioritise;
• Sees the big picture

Team Player

• Ability to develop strong and effective working relationships with other group administration team members and the extended group at all levels;
• Committed to obtaining group wide results;
• Respects and supports the ideas of others.

Technical Skills

• Uses current technology and tools to solve customer issues
• Has ability to learn software packages;
• Demonstrates satisfactory level of mathematical skills:
  • Computational
  • Numeric
  • Logic
  • Analysis.

EXPECTED PROFILE OF THE PERSON IN THE POSITION

• Qualifications/background required (This is an entry level role).
• Depth and breadth of experience (both professional and technical)
  • Previous experience in customer/client service environment is preferred;
  • Previous experience greeting/assisting internal/external clients is preferred;
  • Experience with working autonomously (little or no day to day supervision) is essential;
  • A working knowledge of Microsoft Outlook, Word and Excel is required as these programs will be used on a daily basis.