Client Services Coordinator - Family Office

Recruitly; Melbourne; Hybrid; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

Recruitly is seeking a Client Services Coordinator to join their Family Office team in Melbourne. You’ll coordinate client requests, manage invoices and maintain records while liaising with external providers and internal divisions to ensure a seamless service experience.

The role focuses on building long-term client relationships, handling confidential information with discretion, and supporting a growing Family Office function in a professional services environment.

Qualifications

• Experience in client administration, client services or coordination within professional services or financial services.
• Sound financial literacy with understanding of council rates, land tax, entities, family groups, financial statements and tax returns.
• Exposure to invoicing, accounts receivable, bookkeeping or account reconciliations.
• Strong relationship-building and stakeholder management skills.
• Experience supporting meetings and managing follow-up actions.
• Excellent attention to detail and strong organisational skills.
• Proactive, adaptable and solutions-focused approach.
• Confidence using Microsoft Office and Xero (Netwealth and/or Praemium also highly regarded).

Responsibilities

• Respond to client enquiries by phone, email and face-to-face.
• Coordinate and attend client meetings, including preparing meeting packs, taking minutes and following up actions.
• Manage client administration, invoicing, accounts receivable, data entry and account reconciliations.
• Maintain accurate client registers, records and communication templates.
• Coordinate onboarding of new Family Office clients, from proposal and set-up through to implementation.
• Liaise with external providers such as utility companies, property agents, private bank managers and wealth advisors.
• Support bookkeeping activities and review work completed by other team members when required.
• Identify opportunities to improve processes, automate workflows and enhance the client experience.
• Provide general and overflow support to the Family Office team.

Skills

Client administration

Client services

Coordination

Finance literacy

Relationship management

Meeting support

Attention to detail

Proactive solutions

Microsoft Office

Xero

Education

Finance/admin experience in professional services or financial services

Tools

Xero

Netwealth

Praemium

Microsoft Office

Job description

Client Services Coordinator - Family Office

This is a rare opportunity to join an established and highly regarded professional services firm of 100+ staff, working within their niche Family Office team. You’ll work with Family Office clients and will liaise with other divisions of the firm as well as third party providers and external stakeholders to coordinate client requests. You’ll love the corporate CBD offices, the friendly supportive team and the opportunity to work in a flexible hybrid environment.

The Role

Working closely with the Director and across broader teams, you’ll play a central role in coordinating the administrative component of client requests, such as paying bills, providing investor distribution statements, preparing documentation for property sales, land tax and council rates etc. While the majority of requests come via email, there is a very strong focus on building long-term relationships and you’ll need strong communication skills, together with the ability to juggle multiple tasks while demonstrating sound judgement and problem solving skills.

Your responsibilities will include:

• Responding to client enquiries by phone, email and face-to-face
• Coordinating and attending client meetings, including preparing meeting packs, taking minutes and following up actions
• Managing client administration, invoicing, accounts receivable, data entry and account reconciliations
• Maintaining accurate client registers, records and communication templates
• Coordinating the onboarding of new Family Office clients, from proposal and set-up through to implementation
• Liaising with external providers such as utility companies, property agents, private bank managers and wealth advisors
• Supporting bookkeeping activities and reviewing work completed by other team members when required
• Identifying opportunities to improve processes, automate workflows and enhance the client experience
• Providing general and overflow support to the Family Office team

10th November, 2026

The Firm

This is a rare opportunity to join an established and highly regarded professional services firm of 100+ staff, working within their niche Family Office team. You’ll work with Family Office clients and will liaise with other divisions of the firm as well as third party providers and external stakeholders to coordinate client requests. You’ll love the corporate CBD offices, the friendly supportive team and the opportunity to work in a flexible hybrid environment.

The Role

Working closely with the Director and across broader teams, you’ll play a central role in coordinating the administrative component of client requests, such as paying bills, providing investor distribution statements, preparing documentation for property sales, land tax and council rates etc. While the majority of requests come via email, there is a very strong focus on building long-term relationships and you’ll need strong communication skills, together with the ability to juggle multiple tasks while demonstrating sound judgement and problem solving skills.

Your responsibilities will include:

• Responding to client enquiries by phone, email and face-to-face
• Coordinating and attending client meetings, including preparing meeting packs, taking minutes and following up actions
• Managing client administration, invoicing, accounts receivable, data entry and account reconciliations
• Maintaining accurate client registers, records and communication templates
• Coordinating the onboarding of new Family Office clients, from proposal and set-up through to implementation
• Liaising with external providers such as utility companies, property agents, private bank managers and wealth advisors
• Supporting bookkeeping activities and reviewing work completed by other team members when required
• Identifying opportunities to improve processes, automate workflows and enhance the client experience
• Providing general and overflow support to the Family Office team

10th November, 2026

About you

We're ideally looking for someone with similar finance/administration experience within a family office, wealth management or accountancy firm.

You’ll be a polished and capable administrator who takes pride in delivering outstanding client service and will be comfortable managing multiple priorities, communicating with a diverse range of stakeholders and handling confidential information with discretion.

Ideally, you’ll have:

• Experience in client administration, client services or coordination within professional services or financial services
• Sound financial literacy, with a practical understanding of council rates, land tax, entities, family groups, financial statements and tax returns etc.
• Exposure to invoicing, accounts receivable, bookkeeping or account reconciliations
• Strong relationship-building and stakeholder management skills
• Experience supporting meetings and managing follow-up actions
• Excellent attention to detail and strong organisational skills
• A proactive, adaptable and solutions-focused approach
• Confidence using Microsoft Office and Xero (Netwealth and/or Praemium also highly regarded)

This is a varied role where you can develop strong client relationships, contribute ideas and play an important part in the continued improvement of a growing Family Office function. You’ll work with an experienced and supportive team while building valuable exposure across client services, administration, bookkeeping and stakeholder coordination.If you're a highly organised administrator who enjoys being the person clients and colleagues can rely on, we’d love to hear from you...