Administration Assistant

ONEFOCUS CONSOLIDATED PTY LTD; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Wellbeing days

Job summary

ONEFOCUS CONSOLIDATED PTY LTD is seeking an organised, proactive Administration Assistant to support the smooth day-to-day operation of our Melbourne office across insurance broking, private wealth and accounting & advisory teams.

This full-time, on-site role involves welcoming clients, handling calls and correspondence, coordinating suppliers and events, processing invoices, and leveraging AI-enabled tools to improve processes.

Qualifications

• Previous experience in administration in professional services.
• Strong organisational skills and attention to detail.
• Clear written and verbal communication.
• Ability to manage competing priorities and work independently.
• Experience with AI tools to improve productivity.
• Experience with Xero or similar accounting software.
• Basic knowledge of accounting helpful.

Responsibilities

• Welcoming clients and visitors
• Managing incoming calls, mail and general correspondence
• Coordinating office supplies, maintenance and contractors
• Processing and paying supplier invoices
• Reconciling credit card and bank transactions
• Providing general administrative support across the business

Skills

Administration experience

Attention to detail

Communication skills

Time management

Problem solving

Tools

Microsoft Office

Xero

Hubdoc

Job description

Onefocus is an integrated insurance broking, private wealth and accounting & advisory firm supporting small to medium sized businesses, business owners and their families.

We are seeking an organised, proactive and service focused Administration Assistant to support the smooth day-to-day operation of our office and provide administrative support across the business.

This is a varied role suited to someone who enjoys working with people, systems and competing priorities, and takes pride in keeping things organised and running efficiently.

Why join onefocus?

• Join a collaborative professional services firm with a broad range of expertise
• Work in a varied role with exposure to administration, finance, systems and process improvement
• Contribute to a positive and professional workplace
• Use modern accounting, workflow and AI-enabled tools
• Additional 4 wellbeing days each year on top of annual leave
• Be part of a business focused on delivering practical, personalised outcomes for clients

About the role

Reporting to the General Manager of Operations, you will help maintain a professional and productive office environment while supporting staff across our insurance broking, private wealth and accounting & advisory teams.

Your responsibilities will include:

• Welcoming clients and visitors
• Managing incoming calls, mail and general correspondence
• Coordinating office supplies, maintenance, contractors and building requirements
• Identifying opportunities to improve processes through technology and AI tools and platforms
• Supporting staff onboarding and offboarding
• Maintaining office equipment, asset registers and access cards
• Coordinating staff and client events, catering and business travel
• Assisting with reports, proposals, presentations, correspondence and other documents
• Processing and paying supplier invoices and maintaining accounts payable
• Reconciling credit card and bank transactions and maintaining supporting records
• Recording and reconciling accounts receivable and assisting with debtor follow-up
• Providing general administrative support across the business

About you

You will be organised, approachable and confident managing a variety of administrative tasks. You will have:

• Previous experience in administration, office coordination or a similar role within professional services
• Strong attention to detail and excellent organisational skills
• Clear and professional written and verbal communication skills
• The ability to manage competing priorities and work independently
• A helpful, practical and service focused approach
• Advanced Microsoft Office skills, particularly Word, Excel, Outlook and PowerPoint
• Experience with Xero or similar accounting software including Hubdoc will also be well regarded
• Experience or a strong interest in using AI tools to improve productivity and workflow efficiency
• Basic knowledge of accounting principles helpful

This is a full-time office based role in the Melbourne CBD.