The Office Administrator supports the day-to-day operations of the accounting firm by managing administration tasks, coordinating client communications, and ensuring compliance with ATO, ASIC, and internal procedures.
• Answer inbound and outbound calls and emails professionally.
• Collect and sort incoming/outgoing mail. Then merge corresponding calls to client's EOY ticket.
• Log all client queries in the practice management system (Zoho Desk).
• Check and answer emails via outlook and Zoho Desk.
• Assign tickets to the appropriate accountant or team member.
• Collect and follow up on outstanding client information. Then save in AO folders.
• Send reminders for ATO, ASIC, BAS, IAS, tax return, and financial statement deadlines.
• Assist clients with onboarding steps (RAM authorisation, agent nomination, ASIC forms, etc.).
• Check ATO Online Services for client mail, notices, and alerts.
• Forward important ATO notices to clients and responsible accountants.
• Monitor due dates for BAS, IAS, tax returns, and payment plans. Then create tickets via Zoho desk.
• Track ATO lodgement status and do deferral request for close to overdue items
• Monitor ASIC annual reviews and fees.
• Download annual statements, prepare solvency resolutions, and send to clients.
• Track due dates and follow up on unpaid fees.
• Preparing and processing TFFR payments for clients.
• Lodge simple ASIC updates (address change, officeholder updates) if authorised
• File emails, documents, and client data in the correct folders.
• Request signed documents from clients and save them to the correct file.
• Prepare engagement letters and onboarding documents.
• Manage calendars and schedule client meetings.
• Send invoice reminders for overdue accounts.
• Assist clients with payment options.
• Update internal record of collected payments.