Administration Assistant/Bookkeeper

Fiducia Advisors Pty Ltd; Burwood; On-site; AUD 60,000 - 75,000; Full time

Job summary

Fiducia Advisors Pty Ltd in Sydney seeks an organised Administration Assistant / Bookkeeper to be the first contact for clients and to support accountants with bookkeeping, payroll and ATO compliance tasks.

This hands-on role covers reception, document production, client liaison and monthly processing using Xero and other cloud software in a small, confidential team.

Qualifications

• At least 2 years' experience in bookkeeping, payroll or administration, ideally within an accounting practice.
• Working knowledge of Xero, including bank reconciliations, payroll and BAS preparation.
• Sound understanding of GST, PAYG withholding, superannuation guarantee and STP obligations.
• Excellent written and verbal communication skills, with a professional telephone manner.
• Strong attention to detail and the ability to manage competing deadlines.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint/OneDrive).
• High level of discretion when handling confidential client and financial information.

Responsibilities

• Handle reception and office administration tasks, manage appointments and client inquiries.
• Prepare letters, emails, engagement letters and client reminders.
• Format and dispatch financial statements and tax returns for client review.
• Assist with year-end and tax return preparation and gather source documents.
• Process bookkeeping, payroll and BAS/IAS for clients.
• Lodge payroll reports via STP and manage payroll records.
• Coordinate with ATO and maintain client records and deadlines.

Skills

Attention to detail

Communication

Organised

Discretion

Client service

Education

Certificate IV in Accounting and Bookkeeping

Diploma of Accounting

Tools

Xero

Xero Practice Manager (XPM)

MYOB

QuickBooks

Microsoft 365

Job description

Fiducia Advisors is a Sydney accounting practice providing tax, compliance and advisory services to individuals and businesses. We are seeking an organised, detail-focused Administration Assistant / Bookkeeper to be the first point of contact for our clients and to support our accountants with bookkeeping, payroll and ATO compliance work.

This is a varied, hands-on role suited to someone who enjoys both client service and working with numbers, and who takes pride in accuracy and confidentiality.

Fiducia Advisors is a Sydney accounting practice providing tax, compliance and advisory services to individuals and businesses. We are seeking an organised, detail-focused Administration Assistant / Bookkeeper to be the first point of contact for our clients and to support our accountants with bookkeeping, payroll and ATO compliance work.

This is a varied, hands-on role suited to someone who enjoys both client service and working with numbers, and who takes pride in accuracy and confidentiality.

Key responsibilities

Reception and office administration

• Answer and direct incoming telephone calls professionally, take accurate messages and respond to general client enquiries
• Greet clients and visitors and manage appointment bookings and meeting room calendars
• Manage the general office inbox, incoming and outgoing mail, couriers and scanning
• Maintain client files and records in the practice management system, including onboarding new clients (engagement letters, ID verification, ATO client linking/nominations)
• Order office supplies and coordinate with IT and other service providers as required

Correspondence and document production

• Prepare letters, emails, engagement letters and client reminders using practice templates
• Format, assemble and dispatch financial statements and tax returns for client review and signing, including electronic signature workflows
• Follow up outstanding client information, signed documents and payments

Accountant support

• Prepare client workpapers and gather source documents for year-end and tax return preparation
• Track lodgement due dates and help manage the practice workflow and job deadlines
• Assist with time recording, work-in-progress, invoicing and debtor follow-up
• Undertake ad hoc administrative and research tasks as directed by the accountants

Bookkeeping

• Process accounts, reconcile bank, credit card and loan accounts
• Maintain accurate ledgers in Xero (and other cloud software as used by clients)
• Prepare Business Activity Statements (BAS) and Instalment Activity Statements (IAS) for review by the accountant
• Assist with month-end and year-end processes, including accruals, journals and reconciliations

Payroll

• Process weekly, fortnightly or monthly payroll for nominated clients
• Report payroll through Single Touch Payroll (STP) and finalise employee information at year end
• Calculate and process PAYG withholding, superannuation guarantee contributions, leave entitlements and terminations in line with relevant awards
• Manage new starter documentation (TFN declarations, super choice forms) and payroll records

ATO liaison

• Contact the ATO by phone and through the Online Services for Agents portal on behalf of clients
• Retrieve ATO statements, notices and pre-fill reports, and monitor client lodgement and payment obligations
• Assist with payment arrangements, remission requests and responses to ATO correspondence under accountant supervision
• Maintain accurate records of all ATO contact and outcomes on client files

Skills, experience and qualifications

Essential

• At least 2 years' experience in bookkeeping, payroll or administration, ideally within an accounting practice
• Working knowledge of Xero, including bank reconciliations, payroll and BAS preparation
• Sound understanding of GST, PAYG withholding, superannuation guarantee and STP obligations
• Excellent written and verbal communication skills, with a professional telephone manner
• Strong attention to detail and the ability to manage competing deadlines
• Proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint/OneDrive)
• High level of discretion when handling confidential client and financial information

Desirable

• Certificate IV in Accounting and Bookkeeping or higher (e.g. Diploma of Accounting)
• Experience with Xero Practice Manager (XPM), Xero Tax, MYOB or QuickBooks
• Experience using the ATO Online Services for Agents portal
• Familiarity with modern awards and Fair Work requirements for payroll

Personal attributes

• Friendly, client-focused and approachable
• Organised, proactive and able to work independently as well as in a small team
• Willing to learn and take on increasing responsibility

Working arrangements and how to apply

• Hours: Monday to Friday, 38 hours per week, fully office-based
• Peak periods: some flexibility may be required around BAS and tax lodgement deadlines
• Pre-employment: National Police Check and reference checks; right to work in Australia

Only shortlisted applicants will be contacted.