Job Openings Administration Assistant

About the job Administration Assistant

Objectives of the Role:

The objective of this role is to provide administrative, client service, and compliance support to ensure the firm operates efficiently and delivers high-quality client experience. You will be responsible for ensuring our administration team is adequality supported, and the client information in our CRM system is accurate.


Main Duties and Responsibilities:

  • Respond to client enquiries or direct them to the appropriate team member.

  • Maintain professional and positive relationships with clients while delivering exceptional customer service.

  • Maintain accurate client records within CRM and practice management systems (e.g. Xero Practice Manager and AdviserLogic).

  • Ensure documents are stored and archived in accordance with company policies and regulatory requirements.

  • Prepare proposals and process accepted jobs as required by the team.

  • Update workflow and job statuses within internal systems.

  • Assist the Client Service Coordinator (CSC) with daily administrative tasks.

  • Support special projects and ad hoc administrative duties as required.

  • Monitor workflow and job progress for clients and accountants.

  • Manage Australian Taxation Office (ATO) administration, including:

    • General correspondence

    • Deferral requests

    • Lodgement lists

    • Division 293 matters

    • Excess Contributions Charge (ECC)

    • Remission requests

    • Other ATO-related administrative tasks

  • Maintain accurate records, client file notes, and documentation.

  • Foster and maintain positive relationships between clients and Walshs.

  • Prepare and coordinate documentation for new and existing clients within required deadlines.

  • Handle confidential client information with professionalism and discretion.

  • Complete tax file setups.

  • Schedule tax appointments and meetings.

  • Request outstanding information and documentation from clients.

  • Provide general administrative support to the Wealth Health Division as required.

Skills and Experience

  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

  • Excellent written and verbal communication skills.

  • Strong organisational and time management skills.

  • High level of attention to detail and accuracy.

  • Ability to manage confidential information with discretion.

  • Customer-focused with a professional, friendly, and approachable manner.

  • Strong ability to prioritise tasks and manage competing deadlines.

  • Proactive, reliable, and capable of working both independently and collaboratively.

  • Minimum of 1–2 years' experience in a similar administrative role.

Qualifications

  • Secondary education required.

  • A relevant tertiary qualification is preferred but not essential.

Performance Goals

  • Complete administrative tasks accurately and within required timeframes.

  • Communicate confidently and professionally with clients via phone and email.

  • Respond to client enquiries within 24–48 hours, or proactively advise clients if turnaround times will be longer.

  • Deliver a high standard of client service, reflected in positive feedback from clients and colleagues.

  • Ensure compliance through accurate data entry, documentation, and timely completion of client file setups.

  • Contribute to maintaining an organised, efficient, and productive office environment.

  • Consistently meet deadlines while providing effective support to professional staff.

Shore Xtra Perks

  • Day 1 HMO Coverage

  • Attendance Bonus – Get a chance to win up to ₱5,000 every pay run for consistent, perfect attendance via raffle draw.

  • Fixed Weekends Off – Enjoy a guaranteed work-life balance with Saturdays and Sundays off.

  • Unlimited Barista Coffee all shift long

  • Free Parking & Shuttle

  • Premium Game Lounge – Relax and recharge in our dedicated on-site recreational zone

  • Join our Social Passion Clubs to connect with like-minded peers and bring your whole self to work every day: Photography Club, Dance Club, Fitness Club, Book Club, Music Club

  • Engaging Monthly Events – Experience a vibrant culture with regular team activities and celebrations with amazing prizes and rewards

  • Referral Incentives – Get rewarded for bringing top talent to the team via our referral program.

  • Statutory Benefits: Maternity, Paternity, and Solo Parent Leaves, Magna Carta for Women, OT, and Premium Pays


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