Office Coordinator

seek.com.au; Melbourne; Hybrid; AUD 55,000 - 85,000; Full time

Job summary

Rees Group is a boutique accounting and advisory firm in Melbourne, providing tax, advisory and corporate services to SMEs and private clients. The role focuses on client communications, onboarding, and cross-office administration to ensure smooth operations.

You’ll join a collaborative team with mentorship and development opportunities, working across Cremorne and other offices. A supportive culture emphasizes genuine client relationships and efficient workflows, including offshore

Qualifications

• Experience in accounting or professional services is highly regarded.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong organisational skills and ability to manage competing deadlines.
• Customer service mindset with professionalism in all communications.
• Basic computer skills (Outlook, Word, Excel or Google Sheets).
• Positive attitude and willingness to learn.
• Previous experience in an accounting practice is an advantage.
• Ability to work collaboratively within a team.

Responsibilities

• Professionally answer incoming calls and emails.
• Manage multiple shared inboxes.
• Assist with onboarding new clients and input information into systems (ATO Portal, Xero, CAS360).
• Communicate with clients and financial planners regarding deadlines and documentation.
• Follow up on outstanding client documents.
• Provide high-level administrative support across multiple office locations.
• Perform data entry, scanning, electronic filing, and manage incoming/outgoing mail.
• Draft and send engagement letters, ASIC documentation, and general firm correspondence.
• Maintain workflow tracking spreadsheets and monitor task progress.
• Manage compliance authorisations, agent appointments, and user access across tax, software, and banking platforms.
• Work collaboratively with and supervise administrative team members to balance workloads and ensure critical deadlines are met.
• Collaborate closely with Corporate team members to process and fulfill corporate requests.
• Maintain administrative records in strict accordance with firm procedures.
• Liaise with the ATO on behalf of clients and accountants.
• Set up ATO payment plans and apply for lodgement extensions.
• Monitor ATO notices and deadlines.
• Manage linking and unlinking of entities in the ATO portal.
• Upload tax documents and client deliverables to client portals.
• Draft client invoices and assist with billing/payment setup.
• Assist with following up on outstanding debtors and accounts receivable.
• Assist with tax return and BAS preparation checklists.
• Coordinate with our offshore administrative team to maintain seamless workflows.

Skills

Customer service

Communication

Organisational skills

Attention to detail

Teamwork

Microsoft Office / Google Suite

Education

Experience in accounting or professional services

Tools

Xero

CAS360

ATO Portal

Job description

Rees Group is a boutique accounting and advisory firm with over 75 years of history in Melbourne. We work closely with SMEs, family businesses, and high net worth private clients — the kind of clients where your advice genuinely matters and real relationships are built. Based in Cremorne, our team covers tax compliance, business structuring, succession planning, superannuation, and business advisory.

We're not a big four firm. We're a firm where you know your clients by name, where your work has a direct impact, and where the people around you are experienced, collaborative, and invested in your development.

Why Join Us?

Be part of a team where your growth matters!

Located in vibrant Cremorne—well connected, highly walkable, and with a top-tier coffee scene right on our doorstep—our boutique firm offers a role packed with professional development, genuine mentorship, and strong community connection. You’ll build meaningful relationships with clients you actually know, work alongside a friendly, supportive team across multiple office locations and offshore, and enjoy a workplace culture built on real investment in our people.

What We Offer:

1 day WFH per week following the successful completion of probation.

Our annual two-day offsite team conference—a genuine investment in team connection and strategy, far beyond a simple drinks function.

Annual attendance at Excellent Thursday, our proud long-standing tradition where team, clients, and associates come together to raise funds for local charities.

A tight-knit environment with low client turnover where you’re working with real people, not faceless file

Key Responsibilities

Client Services & Communication

Professionally answer incoming calls and emails

Manage multiple shared inboxes

Assist with onboarding new clients and input information into systems (ATO Portal, Xero, CAS360)

Communicate with clients and financial planners regarding deadlines and documentation

Follow up on outstanding client documents

Administration & Office Support

Provide high-level administrative support across multiple office locations.

Perform data entry, scanning, electronic filing, and manage incoming/outgoing mail.

Draft and send engagement letters, ASIC documentation, and general firm correspondence.

Maintain workflow tracking spreadsheets and monitor task progress.

Manage compliance authorisations, agent appointments, and user access across tax, software, and banking platforms.

Work collaboratively with and supervise administrative team members to balance workloads and ensure critical deadlines—particularly around ASIC annual reviews and corporate compliance—are met.

Collaborate closely with Corporate team members to process and fulfill corporate requests.

Maintain administrative records in strict accordance with firm procedures.

ATO & Compliance Support

Liaise with the ATO on behalf of clients and accountants

Set up ATO payment plans and apply for lodgement extensions

Monitor ATO notices and deadlines

Manage linking and unlinking of entities in the ATO portal

Accounting & Practice Support

Upload tax documents and client deliverables to client portals.

Draft client invoices and assist with billing/payment setup.

Assist with following up on outstanding debtors and accounts receivable.

Assist with tax return and BAS preparation checklists.

Coordinate with our offshore administrative team to maintain seamless workflows.

What We’re Looking For

Previous experience within an accounting or professional services practice is highly regarded.

Strong attention to detail and accuracy

Excellent written and verbal communication skills

Strong organisational skills and ability to manage competing deadlines

Customer service mindset with professionalism in all communications

Basic computer skills (Outlook, Word, Excel or Google Sheets)

Positive attitude and willingness to learn

Previous experience in an accounting practice is an advantage

Ability to work collaboratively within a team