An Administration Assistant is the first point of contact for existing and prospective clients, candidates and others that come to our offices, and thus needs to have exceptional customer service skills and be engaging with a bright personality. It is also important that they are well presented.
The Administration Assistant also manages a variety of the administrative requirements for the office. They need to be flexible and able to juggle the varying priorities assigned to them each day. They will have excellent time management skills and display a strong attention to detail. They need to be able to effectively communicate, both verbally and in writing. They will also have a high level of proficiency in Microsoft Office.
A minimum of 2 years experience in a customer service/front office role in a Chartered Accounting practice.
The following is a daily timeline of the key tasks to be completed each day.
Receipt the EFT payments that have been received into the bank account
Responsible for managing the daily receipting process and training the Administration Assistant in this process (if required)
If required – need to be able to match the deposits in Viztopia with the bank statement by running a receipts report
Incoming Mail- open and date stamp.
Record incoming mail in the Notes section of the relevant client in MYOB AE.
Mail Scan into HowNow
Prepare all Tax correspondence with “With Compliments” for Client Director.
Separate mail into each Client Directors folder and deliver.
Scan creditor’s invoices to InvitBox (for the correct office). Stamp with “SCANNED”. Place in correct tray near General Manager - Accounting.
Contact clients regarding documentation that have been sent out and not yet returned. Ensure the lodgement dates are known and clear to the client so that penalties will not be received for late lodgements
Prospect Client Enquiry Process
Lodge all returns-contact Client Directors is there are any issues.
Contact The Cavalry if there are any issues with connection to VPN
Print Validation Report
Check returns lodged. Stamp “LODGED” and date.
Email validation report to Client Directors/managers of those lodgements.
Scan to Mail Scan in HowNow
Work in collaboration with the team to prepare and lodge ASIC Company Statements (input varies between office)
Preparation of ASIC forms as required (input varies between office)
Lodgement of ASIC forms as required (input varies between office)
Enter clients payments into MYOB AE under Debtors Receipts.
Log cheques in the deposit book and take to bank
Check Credit Card Authorisation Remittance slip to see if already paid.
Add Merchant Fees change to Amount of Invoice to be paid.
Process Credit Cards through Merchant Terminal
Once payment appears on bank statement (MasterCard & Visa-next day, Amex 2-3 days), enter Receipt of Authorisation into debtors receipts as PAID
Coordinate Fire Wardens Update and Training
Parking spaces
Coordinate and arrange meeting room bookings
Organise couriers as required
Coordinate with Preferred Media regarding boxes to and from Achieves
Coordinate Sandwiches/food/drinks for meetings and functions
Stationary ordering and maintenance
Printed stationary (dashing work etc), ordering and coordination of artwork
Ordering bulk Express Post envelopes
Amenities and kitchen needs
Assisting clients as required
New business Enquires – follow procedure
Maintain the visitor register and contacts database
Order flowers/presents for clients, as directed by management
MYOB AE
-Client database maintenance
-Resolving database issues
-Adding / closing clients and maintaining logs
-Set up and close clients as required
-Update client details as required
Setting up new entities
Managing office keys and security passes
Manage employee security codes
Assist with ‘mail outs’ if required
Prompt attention to repair and maintenance of items; chairs, computers etc,
Data entry- liaise with Business Manager
Answer incoming phone calls, including redirections from other offices
Coordinates with other offices if KPNS office will be unattended and place Notice on door.
Liaise with building management if any problems occur that are not KPNS responsibility
Contact cleaners if required
Disperse fruit box, delivered on Monday, between Level 3 and 4
Additional errands
Pay bills by credit card and set up periodical payments if required.
Lodge tax returns
Summarize costs, cross checking with booking sheet and statement and enter into MYOB AE, if costs attribute to a client.
Collate daily pricing statements and check off. Obtain copies if missing. Summarize for the month. Post client costs in MYOB AE and follow up on any incorrect charges.
-Print as soon as previous month end is complete
