Administration Assistant / Office Administrator

Grubers Beckett Chartered Accountants; Cairns Regional; On-site; AUD 50,000 - 70,000; Full time

Benefits offered by this job

Permanent full-time position

Professional office in Cairns

Ongoing training

Friendly team environment

Career development opportunities

Job summary

Grubers Beckett Chartered Accountants in Cairns are seeking an organised Administration Assistant to join our Cairns office. The role provides broad administrative support to our accountants, directors and team, with responsibilities ranging from client communications to document management.

We welcome applicants with varying levels of experience, including seasoned administrators and those looking to develop a career in professional services.

Qualifications

• Previous experience in administration, reception, customer service or office support.
• Strong organisational and time-management skills important for multi-tasking.
• Excellent attention to detail and professional communication.
• Confidential handling of sensitive information is required.
• Australian working rights are essential to apply.

Responsibilities

• Answering and directing incoming telephone calls.
• Greeting clients and managing the reception area.
• Scheduling appointments and maintaining staff calendars.
• Responding to general client enquiries and preparing correspondence.
• Managing documents, statements and taxation files for clients.
• Assisting with onboarding and client ID processes.
• Maintaining client records and updating databases.
• Processing mail and coordinating office services.
• Preparing meeting rooms and supporting client appointments.
• Supporting accountants, managers and directors with admin duties.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

Client-facing

Team player

Confidentiality

Australian working rights

Tools

Microsoft Office

Xero Practice Manager

Xero

FYI

Adobe Acrobat

Electronic document-signing platforms

CRM systems

ATO online services

Job description

Grubers Beckett Chartered Accountants – Cairns QLD

Grubers Beckett Chartered Accountants is seeking an organised and professional Administration Assistant / Office Administrator to join our Cairns office.

This is a varied client-facing role providing administrative support to our accountants, directors and broader team. The successful applicant will assist with the day-to-day operation of the office, client communications, document management and general administration.

We are open to applicants with different levels of experience, including experienced office administrators and candidates seeking to develop their career within a professional services environment.

Key responsibilities

Your responsibilities may include:

• Answering and directing incoming telephone calls


• Greeting clients and managing the reception area


• Scheduling appointments and maintaining staff calendars


• Responding to general client enquiries


• Preparing client correspondence, letters and emails


• Collating, formatting and sending financial statements and taxation documents


• Managing electronic signing and document return processes


• Maintaining client records and updating internal databases


• Scanning, filing and managing electronic documents


• Lodging documents through relevant online portals


• Assisting with new client onboarding and identification requirements


• Monitoring outstanding information and following up clients


• Processing incoming and outgoing mail


• Preparing meeting rooms and assisting with client appointments


• Ordering office supplies and coordinating office services


• Assisting with debtor follow-up and general invoicing administration


• Providing administrative support to accountants, managers and directors


• Helping maintain workflow schedules and compliance deadlines


• Completing other general office administration duties as required

About you

The ideal applicant will have:

• Previous experience in administration, reception, customer service or office support


• Strong organisational and time-management skills


• Excellent attention to detail


• Professional written and verbal communication skills


• A friendly and confident manner when dealing with clients


• The ability to manage multiple priorities and meet deadlines


• Strong computer and data-entry skills


• The ability to maintain confidentiality and handle sensitive information


• A proactive approach and willingness to assist other team members


• The ability to work both independently and as part of a team


• Australian working rights

Experience in an accounting, legal, financial services or other professional office will be highly regarded but is not essential.

Software experience

Experience with any of the following will be viewed favourably:

• Microsoft Outlook, Word and Excel


• Xero Practice Manager


• Xero


• FYI


• Adobe Acrobat


• Electronic document-signing platforms


• Client relationship management systems


• Australian Taxation Office online services

Training will be provided in the firm’s internal systems and procedures.

What we offer

• A permanent full-time position


• A varied role within a professional accounting firm


• Ongoing training and support


• A friendly and approachable team environment


• Exposure to a broad range of clients and industries


• Opportunities to develop additional responsibilities


• A stable, long-term career opportunity


• Salary package based on experience and capabilities


• A professional office environment in Cairns

About Grubers Beckett

Grubers Beckett Chartered Accountants is an established accounting firm providing taxation, accounting, business advisory and structuring services to individuals and businesses across a broad range of industries.

We focus on developing long-term client relationships and providing practical, proactive advice. Our administration team plays an important role in supporting our clients and ensuring the efficient operation of the firm.