Administration Officer

Waterford Accountants; Newcastle; On-site; AUD 55,000 - 75,000; Full time

Job summary

Waterford Accountants in Newcastle is seeking a detail-oriented Administration Officer to support our accounting professionals and keep operations running smoothly. Based in our Newcastle office, this full-time role offers exposure to a professional services environment and collaborative team culture.

You will manage filing, reception, document processing, scheduling, and general office duties with accuracy and discretion. Proficiency in Microsoft Office and strong communication are essential.

Qualifications

• Proven experience in administrative or office support roles, ideally within an accounting or professional services environment.
• Excellent organisational and time management skills with the ability to manage multiple tasks and priorities simultaneously.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).
• Strong written and verbal communication skills with the ability to liaise professionally with clients and colleagues.
• Exceptional attention to detail and accuracy when handling confidential information and financial documentation.
• Professional telephone manner and friendly disposition when dealing with clients and visitors.
• Ability to work independently whilst being a collaborative and supportive team member.
• A reliable, punctual approach to work with a commitment to maintaining professional standards.
• Familiarity with accounting software or experience in a finance-related environment is highly desirable.

Responsibilities

• Managing and maintaining comprehensive filing systems, both physical and digital, ensuring all documentation is organised and easily accessible
• Providing professional reception services, greeting clients and visitors whilst maintaining a welcoming atmosphere
• Processing and organising financial documents, client records and correspondence with accuracy and attention to detail
• Scheduling meetings, appointments and client consultations, coordinating calendars for multiple staff members
• Preparing correspondence, reports and presentations using standard office software applications
• Managing general office supplies and equipment, placing orders as required and maintaining inventory
• Supporting the accounts team by assisting with data entry, document scanning and other administrative tasks
• Answering telephone calls, directing enquiries appropriately and taking messages
• Liaising with clients and external organisations to coordinate activities and resolve administrative matters
• Performing general administrative duties to support the efficiency of the firm's operations

Skills

Office administration

Microsoft Office

Communication

Time management

Tools

Accounting software

Job description

Waterford Accountants is a progressive and respected firm dedicated to providing exceptional accounting and business advisory services to our diverse client base across the Newcastle, Hunter Region, Port Macquarie & Sydney. We pride ourselves on delivering high-quality solutions, maintaining strong client relationships, and fostering a supportive workplace culture where our team members can thrive and develop their careers.

About the role

We are seeking a detail-oriented and organised Administration Officer to join the team at Waterford Accountants on a full-time basis. Based in our Newcastle, office this role is essential to the smooth operation of our firm. You will provide critical administrative support to our accounting professionals and contribute to the efficient delivery of services to our clients. This position offers an excellent opportunity to be part of a collaborative team in a dynamic professional environment.

Key responsibilities

• Managing and maintaining comprehensive filing systems, both physical and digital, ensuring all documentation is organised and easily accessible
• Providing professional reception services, greeting clients and visitors whilst maintaining a welcoming atmosphere
• Processing and organising financial documents, client records and correspondence with accuracy and attention to detail
• Scheduling meetings, appointments and client consultations, coordinating calendars for multiple staff members
• Preparing correspondence, reports and presentations using standard office software applications
• Managing general office supplies and equipment, placing orders as required and maintaining inventory
• Supporting the accounts team by assisting with data entry, document scanning and other administrative tasks
• Answering telephone calls, directing enquiries appropriately and taking messages
• Liaising with clients and external organisations to coordinate activities and resolve administrative matters
• Performing general administrative duties to support the efficiency of the firm's operations

What we’re looking for

• Proven experience in an administrative or office support role, ideally within an accounting or professional services environment
• Excellent organisational and time management skills with the ability to manage multiple tasks and priorities simultaneously
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)
• Strong written and verbal communication skills with the ability to liaise professionally with clients and colleagues
• Exceptional attention to detail and accuracy when handling confidential information and financial documentation
• Professional telephone manner and friendly disposition when dealing with clients and visitors
• Ability to work independently whilst being a collaborative and supportive team member
• A reliable, punctual approach to work with a commitment to maintaining professional standards
• Familiarity with accounting software or experience in a finance-related environment is highly desirable

What we offer

Waterford Accountants is committed to providing a supportive and inclusive workplace where our staff can develop and succeed. We offer competitive remuneration, ongoing professional development opportunities, and a collegial work environment. We understand the importance of work-life balance and are flexible in our approach to working arrangements where possible. Our team enjoys a pleasant office atmosphere, collaborative culture, and the satisfaction of contributing to a respected firm. We value our employees and provide opportunities for career progression and skill development within our growing business.