Office Coordinator | Public Practice Accounting | Hybrid Flexibility

Engage Personnel; Melbourne; Hybrid; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Work-from-home flexibility (1 day/wk)

Job summary

Engage Personnel is seeking an Office Coordinator for a public practice accounting firm in Cremorne with hybrid flexibility. The role focuses on client communication, administrative support, and smooth workflows across teams.

You will manage calls, onboarding, and documentation while supporting the corporate team and various office locations. The ideal candidate has office coordination experience, strong organisation, and excellent communication.

Qualifications

• Previous experience in office coordination, practice administration or similar administrative role.
• Experience within a public practice accounting firm or professional services environment.
• Strong organisational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, with confidence liaising with clients and internal stakeholders.
• A high level of accuracy and attention to detail when managing records, documentation and compliance tasks.
• A proactive, solutions-focused approach and the ability to work both independently and collaboratively.
• Strong systems capability, with experience using accounting or practice management software highly regarded.
• The confidence to coordinate workflows, support administrative colleagues and ensure critical tasks are completed on time.

Responsibilities

• Client Services & Communication: Manage incoming calls, emails and multiple shared inboxes professionally.
• Assist with new client onboarding and maintain accurate client information across internal systems.
• Liaise with clients, financial planners and accountants regarding documentation, deadlines and outstanding information.
• Follow up on missing client documents and ensure records are kept up to date.

Skills

Office coordination

Public practice

Client communication

Attention to detail

Time management

Stakeholder liaison

Accounting software

Tools

Practice management software

Accounting software

Job description

Office Coordinator | Public Practice Accounting | Hybrid Flexibility

An established accounting firm based in Cremorne is seeking an experienced Office Coordinator to join its close-knit team. This is a varied role suited to someone who enjoys being the go-to person for office operations, client communication and administrative support, while helping keep workflows running smoothly across multiple teams.

With a strong focus on client relationships, collaboration and team culture, this is an opportunity to join a business that values its people and takes pride in building long-term client partnerships.

What’s on Offer?

• Work-from-home flexibility: One day per week following successful completion of probation.
• A genuinely connected team: Annual two-day offsite conference focused on team connection, collaboration and strategy.
• Meaningful team events: Participate in an annual charity fundraising event that brings together staff, clients and associates.
• Supportive culture: A close-knit environment with strong client relationships and low client turnover.
• Prime Cremorne location: Enjoy a vibrant, walkable neighbourhood with excellent public transport connections, cafés and amenities.
• Variety and ownership: A broad role where you can take ownership of administrative processes and make a meaningful contribution to the wider business.

Key Responsibilities Client Services & Communication

• Manage incoming calls, emails and multiple shared inboxes professionally.
• Assist with new client onboarding and maintain accurate client information across internal systems.
• Liaise with clients, financial planners and accountants regarding documentation, deadlines and outstanding information.
• Follow up on missing client documents and ensure records are kept up to date.

Office Administration & Coordination

• Provide administrative support across multiple office locations.
• Manage data entry, scanning, electronic filing, incoming and outgoing mail, and general correspondence.
• Prepare and issue engagement letters, ASIC documentation and other firm correspondence.
• Maintain workflow spreadsheets, monitor task progress and ensure important deadlines are met.
• Manage compliance authorisations, agent appointments and user access across tax, software and banking platforms.
• Coordinate administrative workloads and support other administration team members to ensure smooth day-to-day operations.
• Work closely with the Corporate team to process company-related requests and maintain accurate records in line with firm procedures.

ATO & Compliance Support

• Liaise with the ATO on behalf of clients and accountants.
• Assist with establishing ATO payment plans and requesting lodgement extensions.
• Monitor ATO notices, compliance requirements and key deadlines.
• Manage the linking and unlinking of entities within the ATO Portal.

Accounting & Practice Support

• Upload tax documents and client deliverables to client portals.
• Prepare draft client invoices and assist with billing and payment arrangements.
• Follow up on outstanding debtors and support accounts receivable processes.
• Assist with tax return and BAS preparation checklists.
• Coordinate with the offshore administration team to maintain efficient workflows and timely completion of tasks.

About You

To be successful in this role, you will ideally bring:

• Previous experience in office coordination, practice administration or a similar administrative role.
• Experience within a public practice accounting firm or professional services environment.
• Strong organisational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, with confidence liaising with clients and internal stakeholders.
• A high level of accuracy and attention to detail when managing records, documentation and compliance tasks.
• A proactive, solutions-focused approach and the ability to work both independently and collaboratively.
• Strong systems capability, with experience using accounting or practice management software highly regarded.
• The confidence to coordinate workflows, support administrative colleagues and ensure critical tasks are completed on time.

All communication is strictly confidential.