Accounting office Receptionist/Admin

HBO Accounting; Saint Kilda Junction; On-site; AUD 48,000 - 60,000; Full time

Job summary

HBO Accounting in St Kilda is seeking an organised receptionist/office administrator to be the friendly face of our small, busy practice. You’ll run the front office independently while our office manager works remotely, ensuring smooth daily operations and a positive client experience.

Ideal candidates have 1–3 years of admin or reception experience, are calm under pressure on a busy line, and excel at detail-oriented document handling.

Qualifications

• 1–3 years' admin or reception experience.
• Calm and professional on a busy phone line.
• Strong attention to detail when scanning, filing, handling mail and managing client documents.
• Comfortable with Microsoft 365 and PDFs, and quick to learn new systems.
• Clear, professional written communication.
• Warm, proactive and organised; punctual and dependable.
• Opportunity to grow into a broader office management role.

Responsibilities

• Manage the front office independently.
• Handle phone lines in a calm and professional manner.
• Scan, file, and manage mail and client documents with strong attention to detail.
• Handle confidential client information (TFNs, financials) with complete discretion.
• Manage client documents and maintain confidentiality.
• Provide clear, professional written communication for client emails.
• Work with Microsoft 365, PDFs, XPM/Xero, ATO portal, NowInfinity, ASIC Connect, and e-signing tools.
• Follow processes carefully.
• Identify and resolve issues proactively.

Skills

Front office management

Phone handling

Attention to detail

Written communication

Independent working

Organised

Tools

Microsoft 365

XPM/Xero

NowInfinity

ASIC Connect

e-signing tools

PDFs handling

Job description

We're looking for an organised, reliable receptionist/office administrator to be the friendly face of our small, busy St Kilda accounting practice. You'll run the front office independently, as our office manager works remotely.

Key responsibilities

Manage the front office independently

Handle phone lines in a calm and professional manner

Scan, file, and manage mail and client documents with strong attention to detail

Handle confidential client information (TFNs, financials) with complete discretion

Manage client documents and maintain confidentiality

Provide clear, professional written communication for client emails

Work with Microsoft 365, PDFs, XPM/Xero, ATO portal, NowInfinity, ASIC Connect, and e-signing tools

Follow processes carefully

Identify and resolve issues proactively

About you

1-3 years' admin or reception experience, ideally in an accounting, legal or financial services office

Calm and professional on a busy phone line

Strong attention to detail when scanning, filing, handling mail and managing client documents

Comfortable with Microsoft 365 and PDFs, and quick to learn new systems

Clear, professional written communication

Warm, proactive and organised

Lives locally and is punctual and dependable

Confident working independently

Opportunity to grow into a broader office management role