Administration Officer

Horsey Jameson Bird Pty Ltd; City of Brisbane; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Career progression

Mentorship

Supportive work environment

Job summary

Horsey Jameson Bird Pty Ltd is seeking a proactive Financial Planning Administrator in Fortitude Valley. You will support financial advisers and the accounting team with client administration and tax-related documentation, ensuring accuracy and timely processing.

The role offers exposure to Xero, invoicing, and tax documentation workflows, with guidance provided. A flexible, supportive office environment and opportunities to grow within the firm are highlighted.

Qualifications

• Experience in administrative roles within financial services or accounting preferred.
• Strong written and verbal communication abilities.
• Proactive, organised and able to manage multiple tasks simultaneously.

Responsibilities

• Provide administrative support to financial advisers and the team.
• Maintain accurate client records and organise documentation.
• Prepare correspondence, reports and client documentation.
• Support with compliance and reporting tasks for the advisers.

Skills

Administrative support

Microsoft Office

Xero experience

Communication skills

Attention to detail

Teamwork

Tools

Xero accounting software

ATO portal familiarity

Job description

Position Overview

We are seeking a proactive, organised and detail-oriented Financial Planning Administrator to join our Fortitude Valley practice.

This is a varied role providing administrative support across both our financial planning and accounting activities. The successful candidate will assist our financial advisers with day-to-day client administration while also coordinating taxation administration, including collecting client information for tax returns, organising documentation, preparing complete packages for our accountants and assisting with the lodgement process through the ATO portal.

The role would suit someone who enjoys variety, is comfortable managing different administrative responsibilities and takes pride in providing reliable support to both clients and colleagues.

Previous experience in financial services, accounting or taxation administration would be an advantage, but is not essential. Training and guidance will be provided to the right candidate.

Key Responsibilities

Financial Planning Administration

• Provide administrative support to financial advisers and the broader team
• Maintain accurate client records and organise client documentation
• Assist with the preparation of correspondence, reports and other client documentation
• Support advisers with administrative, compliance and reporting requirements
• Assist with invoicing, payment processing, account reconciliations and general financial administration
• Respond professionally to client enquiries and assist with day-to-day office operations

Taxation Administration

• Coordinate the collection of information and documentation from clients for tax returns
• Contact clients to follow up outstanding information and help ensure deadlines are met
• Organise and check documentation for completeness before preparing information packages for our accountants
• Liaise with clients and accountants to facilitate the efficient flow of information
• Assist with the administrative processing and electronic lodgement of tax documentation through the ATO portal, following established procedures and authorisations
• Maintain accurate records and monitor the progress of outstanding tax-related work

General Administration

• Prepare invoices, correspondence and other documentation as required
• Assist with Xero and other financial software
• Manage competing priorities and ensure administrative tasks are completed accurately and on time
• Contribute to the smooth running of the office and support colleagues across the practice

About You

You are a capable and well-organised administrator who enjoys variety and is happy to work across both financial planning and taxation administration

You communicate confidently with clients and colleagues, pay close attention to detail and take responsibility for following tasks through to completion

You will ideally have:

• Previous experience in administration, accounts administration, financial services or a similar role
• Strong written and verbal communication skills
• Good organisational skills and the ability to manage multiple tasks
• Proficiency in Microsoft Office, particularly Outlook, Word and Excel
• Confidence using computers and learning new software systems
• A professional approach to client service and the handling of confidential information
• The ability to work independently while contributing positively to a small team

Experience with Xero, invoicing, reconciliations, accounting software or financial planning administration would be advantageous. Exposure to tax-return administration would also be beneficial, but previous experience preparing tax returns is not required

We are looking for someone with the right attitude, attention to detail and willingness to learn. Training and support will be provided to help you develop across both areas of the role.

What We Offer:

• Opportunity for career progression within the firm.
• Training and mentorship from experienced professionals.
• A supportive, professional, and values-driven work environment.

HJB embraces a flexible work culture.

Our practice is conveniently close to a wide variety of food options and public transport.