Administration Assistant / Office Coordinator

Paul Marc Partners; City of Melbourne; On-site; AUD 50,000 - 60,000; Full time

Job summary

Paul Marc Partners is seeking an organised Administration Assistant / Office Coordinator in Armadale to support daily operations. You will manage client communication, keep systems tidy, and own key administrative processes as you settle in.

The role is hands-on, with opportunities to improve workflows and client follow-up, ensuring timely progress and accurate records in a small accounting firm environment.

Qualifications

• Experience in administration or office support is required.
• Experience in accounting or professional services is a bonus but not required.
• Excellent written and verbal communication skills.

Responsibilities

• Managing the office inbox and triaging client emails.
• Following up clients for outstanding documents and information.
• Sending and managing document requests through Content Snare.
• Preparing and sending documents for signing (Annature).
• Updating workflow trackers and ensuring jobs are progressing.
• Monitoring outstanding tasks and following up with clients or team members.
• Collating and organising documents for accountants.
• General office administration and support.

Skills

Organised

Proactive

Strong communication

Microsoft Excel

Tools

Microsoft Excel

Job description

Administration Assistant / Office Coordinator

We are a small accounting firm in Armadale looking for an organised and proactive Administration Assistant / Office Coordinator to support our day-to-day operations.

This is not a passive administration role. You will be responsible for keeping work moving, managing client communication, and maintaining clean, organised systems across the firm.

The role suits someone who enjoys taking ownership, notices when something needs attention, and follows it through without needing constant direction. You will have the opportunity to take responsibility for key administrative processes as you become familiar with the firm.

What you’ll be doing

Managing the office inbox and triaging client emails

Following up clients for outstanding documents and information

Sending and managing document requests through Content Snare

Preparing and sending documents for signing (Annature)

Updating workflow trackers and ensuring jobs are progressing

Monitoring outstanding tasks and following up with clients or team members where something is holding up a job

Collating and organising documents for accountants

General office administration and support

What success looks like

Clients are followed up consistently without needing to be prompted

You know what is outstanding and what needs attention

Workflows are kept accurate and up to date

Jobs do not sit unnecessarily because a document, response or action has been missed

Client communication is clear, professional and timely

Systems and records are accurate and well maintained

When you notice a problem, you either resolve it or bring it to the right person's attention

About you

Highly organised with strong attention to detail

A proactive attitude - you don't wait to be told what to do

Strong written and verbal communication skills

Able to manage multiple tasks and prioritise effectively

Comfortable learning new systems and software

Reliable, accountable and comfortable taking ownership of your work

Experience

Previous administration or office experience required

Experience in an accounting or professional services environment is a bonus, but not required

Confident Microsoft Excel skills and strong general computer skills

Small team where your work has a direct impact

Opportunity to take real ownership of administrative processes

Opportunity to help improve the firm's systems and processes

Exposure to modern accounting systems and workflows

Scope for the role to grow as the firm develops

Application Question

As part of your application, please briefly describe a situation where you noticed something had not been followed up or completed, and what you did about it.