Administration Assistant & Receptionist

Our client is an entrepreneurial accounting firm of Chartered Accountants, Chartered Tax Advisers and strategic business experts who truly believe in building successful relationships. They are now looking for a Administration Assistant & Receptionist to join their team.

Reporting to the Senior Administrator, this role involves providing superior customer service to clients and administrative support for the day to day operations.

This role can be separated into the following distinct functions:

• Welcoming and assisting clients
• General daily reception duties;
• Monthly firm billings & debtors management and followup;
• Administrative support to the accounting team;
• Daily office administration and maintenance;
• Client administration and client data management;
• General administrative support and firm administration;
• Working in a team environment with the administration team.

SPECIFIC RESPONSIBILITIES/ACCOUNTABILITIES

Reception duties:

• Greeting and assisting clients;
  • Liaising with clients in a professional manner in all forms of communication;
  • Attending to client enquiries, forwarding messages and following through on client requests;
  • Ensuring that the reception desk is attended at all times;
• Banking, petty cash, filing, scanning, mail collection and distribution;
• Daily office administration and maintenance of foyer area, meeting rooms, kitchen, stationery, copy room, facilities, including:
  • ensuring the foyer, meeting rooms and kitchen are professionally presented, clean and tidy at all times;
  • configuring the meeting rooms as required for respective meetings;
  • raising any maintenance issues with the Senior Administrator and following through to completion;
  • coordinating and placing orders on a weekly and fortnightly basis for consumables and special events.

Team Assistant duties:

• Monthly firm billings
• Fortnightly debtor management and follow-up;
• Administrative support, including letter-writing, processing and management of inbound correspondence for the accounting team and admin staff;
• Daily processing of ATO lodgements;
• Client administration and updating information in the firm database.

Group duties:

• General administrative support to the staff;
• Working in a team environment with the administration team;
• General firm administration at the direction of the Senior Administrator.

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 a solid understanding of procedural and correspondence policies.

Client Service Orientation

• Conveys a “welcoming” attitude to internal and external clients;
• Responds quickly & appropriately;
• Takes ownership/accountability of issues;
• Demonstrates professional demeanour in all situations (e.g., high stress, down market);
• Builds rapport with clients both internally and externally;
• Knows the client (internal and external) and delivers personalised service
• 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.

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 humour, perspective and self;
• Maintains objectivity.

Problem Solving / Critical Thinking

• Identifies the issue and thinks it through sequentially;
• Follows established firm processes and procedures;
• Identifies problems; gathers facts and other appropriate resources needed to resolve issues;
• Understands available options and recommends 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 the 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 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 client issues (internal and external) and maximise productivity;
  • Has the ability to learn software packages;
  • Demonstrates a satisfactory level of mathematical skills:
  • Numeric
  • Computational
  • Logic
  • Analysis.

EXPECTED PROFILE OF THE PERSON IN THE POSITION

• Qualifications/background required;
• A minimum of 12 months working experience in a similar role;
• Depth and breadth of experience (both professional and technical)
• Previous experience in a 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;
• Working knowledge of Microsoft Outlook, Word and Excel is required as these programs will be used on a daily basis.