Office Administrator

Migration Downunder; Willoughby; Hybrid; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible working

Birthday leave

Self-indulgence day quarterly

Team events

Training by immigration professionals

Diverse and supportive team

Job summary

Migration Downunder is seeking an Office Coordinator to support our advisers and lawyers across Sydney and Melbourne. You’ll manage the front desk, billing paperwork and Home Affairs correspondence while learning our systems and procedures.

You’ll grow into project work and cover for the Practice Manager when needed. You’ll be the first contact for clients, ensuring smooth office operations, accurate records and timely communications.

Qualifications

• Previous experience dealing with customers or clients, such as reception or administration
• Excellent written and spoken English, by phone, by email and in person
• Accuracy with details, data entry and numbers
• Confidence using Microsoft 365 and a willingness to learn new systems
• Good judgement about when to check something or ask for help
• Experience in a legal, migration, accounting or other professional services office
• Experience preparing invoices, receipts or client agreements
• Experience with Mailchimp, Canva or a practice management system
• Experience with Xero or similar accounting system
• We’ll train you in Migration Manager and our procedures

Responsibilities

• Answer our main phone line, handle general enquiries and take accurate messages
• Welcome clients and visitors to our Sydney office
• Prepare client cost agreements, invoices and receipts from our templates
• Monitor our visa inbox, record Department of Home Affairs correspondence
• Keep client files and records accurate and up to date
• Build client newsletters in Mailchimp and social posts in Canva for review
• Order supplies, coordinate the cleaning roster and keep the office running smoothly
• Log IT issues with our provider and follow them through to resolution
• Book approved travel and help organise team events
• Take minutes at team meetings and follow up action items
• Help with onboarding logistics for new team members

Skills

Reception experience

Customer service

English communication

Attention to detail

Microsoft 365

IT issue logging

Invoices

Client agreements

Mailchimp

Canva

Xero

Tools

Mailchimp

Canva

Xero

Microsoft 365

Job description

Since 1999, Migration Downunder has helped people build their lives in Australia. Our clients include skilled professionals, tradespeople, students and families, as well as Australian and overseas businesses of all sizes with their workforce mobility requirements.

Our advisers and lawyers, based across our Sydney and Melbourne offices, work on skilled and employer sponsored visas, partner and family visas, citizenship and reviews of visa refusals and cancellations.

A granted visa can reunite a family or help a business bring in the skills it needs. As our Office Coordinator, you’ll support the advisers and lawyers who make that happen and learn how an established immigration practice runs. We value professionalism, work life balance and a supportive team culture.

The role

This role suits someone who enjoys working with people and wants to build an administration career in a professional services practice. You’ll be the first person many of our clients speak to, and you’ll keep our office, billing paperwork and Department of Home Affairs correspondence on track.

You’ll report to our Practice Manager, who will train you in our systems and procedures. As your confidence grows, you’ll take on project work and cover some of the Practice Manager’s tasks while they’re on leave.

What you’ll do

No two days are the same. You will:

• Answer our main phone line, handle general enquiries and take accurate messages
• Welcome clients and visitors to our Sydney office
• Prepare client cost agreements, invoices and receipts from our templates and follow up anything outstanding
• Monitor our visa inbox, record Department of Home Affairs correspondence in Migration Manager and let the right adviser know
• Keep client files and records accurate and up to date
• Build client newsletters in Mailchimp and social media posts in Canva for the Practice Manager to review
• Order supplies, coordinate the cleaning roster and keep the office running smoothly
• Log IT issues with our provider and follow them through to resolution
• Book approved travel and help organise team events
• Take minutes at team meetings and follow up action items
• Help with onboarding logistics for new team members

What you’ll bring

• Previous experience dealing with customers or clients, such as reception or administration
• Excellent written and spoken English, by phone, by email and in person
• Accuracy with details, data entry and numbers
• Confidence using Microsoft 365 and a willingness to learn new systems
• Good judgement about when to check something or ask for help
• Experience in a legal, migration, accounting or other professional services office
• Experience preparing invoices, receipts or client agreements
• Experience with Mailchimp, Canva or a practice management system
• Experience with Xero or similar accounting system

We don’t expect you to know our systems. We’ll train you in Migration Manager and our procedures.

• Flexible working, with a mix of office and remote work
• Paid birthday leave
• A paid self indulgence day each quarter
• Team events and time to connect with colleagues across both offices
• Training from experienced immigration professionals and room to grow your role
• A diverse and supportive team in an ethical practice

Some flexibility in working hours may occasionally be needed to meet business or client needs.