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• MAJOR RESPONSIBILITIES • Data Management and Reporting • Maintain accurate and organised operational, financial, compliance, and client data • Prepare and update financial summaries, lodgement tracking reports, and business performance reports • Provide administrative support for billing, reporting, and internal performance tracking • Review records regularly and correct missing, duplicated, or inaccurate information • Maintain spreadsheets, registers, and dashboards used to monitor compliance deadlines and outstanding work • Escalate overdue, incomplete, or high-risk items to the Business Manager • Tax Compliance and Document Processing • Prepare client correspondence for year-end work, Business Activity Statements, and other compliance requirements • Process Australian Taxation Office documentation and correspondence through ATOmate • Coordinate digital signature requests through FuseSign • Monitor client document submissions through Content Snare • Follow up with clients regarding outstanding documents, information, and queries • Maintain lodgement tracking records for Instalment Activity Statements, Business Activity Statements, Fringe Benefits Tax, trust distribution minutes, and other tax obligations • Prepare and issue proposals and Professional Services Agreements through Ignition • Archive completed and lodged returns in Xero Practice Manager • Ensure all processed documents are filed accurately in the appropriate client record • Client Onboarding and Offboarding • Coordinate administrative requirements for new client onboarding • Prepare and issue ethical clearance letters • Create and update client records across the firm’s software platforms • Confirm that required engagement documents, identification records, and client information have been received • Assist with client offboarding, file closure, and archiving • Prepare and send end-of-financial-year checklists through Content Snare • Maintain the Australian Taxation Office lodgement list • Report regularly on outstanding client information, overdue lodgements, and incomplete onboarding requirements • ASIC and Entity Administration • Prepare and process ASIC annual review documentation and company statements • Coordinate company changes, including updates to addresses, officeholders, and shareholdings • Link, maintain, and manage ASIC corporate keys through ASIC Connect • Maintain accurate company and entity records in NowInfinity • Prepare supporting documentation for approved company and entity changes • Monitor ASIC deadlines and follow up on outstanding approvals or signatures • Reassign correspondence for unidentified ATOmate clients to the correct client records • Escalate complex entity changes or compliance concerns to the appropriate accountant or manager • Systems and Process Administration • Maintain accurate client information across Xero Practice Manager, ATOmate, FYI, Content Snare, FuseSign, Ignition, NowInfinity, and ASIC Connect • Follow documented procedures and internal quality standards • Identify gaps, delays, or repeated issues in administrative processes • Recommend practical improvements to workflows, templates, trackers, and document controls • Assist with testing and implementing approved process improvements • Protect confidential client, financial, tax, and business information • Perform other administrative tasks required to support the firm’s operations and growth Qualifications • Understanding of Australian accounting practice workflows, tax cycles, and compliance documentation. • Working knowledge of Australian Taxation Office lodgement processes. • Familiarity with Business Activity Statements, Instalment Activity Statements, Fringe Benefits Tax, trust distribution minutes, and annual tax compliance requirements. • Understanding of ASIC annual reviews, company changes, corporate keys, and entity administration. • Knowledge of client onboarding, engagement documentation, professional service proposals, and client offboarding processes. • Understanding of data confidentiality and document control requirements within an accounting or professional services firm. • Familiarity with internal billing, workflow, and performance reporting processes. Skills • Strong written and verbal communication skills. • Ability to prepare clear and professional client correspondence. • Strong attention to detail when processing compliance and entity documents. • Strong organisational and time-management skills. • Ability to prioritise tasks and manage multiple deadlines independently. • Ability to maintain accurate spreadsheets, trackers, and client records. • Proficiency in Microsoft 365, including Outlook, Excel, Word, and Teams. • Practical experience using Xero Practice Manager, ATOmate, Content Snare, FuseSign, Ignition, NowInfinity, FYI, and ASIC Connect. • Ability to prepare detailed operational and compliance reports. • Strong follow-up and stakeholder coordination skills. • Ability to work independently with minimal supervision • Ability to maintain accuracy and accountability when managing high-volume administrative work • Ability to remain calm and organised when handling competing priorities • Ability to follow established procedures while identifying opportunities for improvement • Ability to manage confidential and time-sensitive client information • Ability to learn and use cloud-based accounting and administration platforms • Ability to communicate confidently with clients, accountants, managers, and external organisations • Ability to take ownership of assigned tasks and follow them through to completion • Ability to work effectively as part of a remote team • Ability to maintain the security and confidentiality of client and business information • EQUIPMENT/SYSTEM REQUIREMENTS • Desktop or laptop with at least an Intel Core i5 processor or equivalent. • Windows 10 operating system or higher. • Minimum 8GB RAM. • Stable internet connection with a minimum speed of 50 Mbps. • Reliable backup internet connection. • Working headset with a microphone. • Working camera for virtual meetings. • Dedicated, quiet, and professional remote workspace.
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