Practice Coordinator

The Birdanco Practice Trust; Melbourne; On-site; AUD 60,000 - 90,000; Full time

Job summary

RSM Australia in Melbourne seeks an organised Practice Coordinator to support two Audit & Assurance Leaders and their teams. You will manage essential admin, scheduling, billing, and document preparation to keep workflows smooth and deadlines on track.

The role requires proactive ownership, strong communication, and a knack for juggling competing priorities in a fast-paced environment. TAFE/Business College admin training is desirable.

Qualifications

• Demonstrated experience in a similar administrative or professional support role.
• Experience supporting tenders, proposals or complex document preparation would be highly regarded.
• Experience using CRM systems and maintaining accurate records.
• Proven ability to work effectively in a fast-paced, deadline-driven environment and manage competing priorities.

Responsibilities

• Provide day-to-day administrative and operational support to Partners, Leaders and team members.
• Support designated Partners with time, task and priority management.
• Assist with client events, training, conferences and team activities.
• Coordinate conflict checks and company searches.
• Support the adoption of new technologies and systems across the team.
• Work with designated Partner(s)/Director(s) to ensure timesheets, expense claims and time/expense transfers are completed in a timely manner (where applicable).
• Conduct administrative processing of WIP/CRM reports as part of financial management reporting (where applicable).
• Manage jobs, timesheets, reporting and WIP transfers.
• Prepare and issue client invoices and maintain accurate billing records.
• Assist with debtor follow-up.
• Maintain client records, files, leads and opportunities in CRM/Dynamics.
• Manage document filing, folders and version control in iManage/ECM.
• Support compliance with internal processes and procedures.
• Coordinate tenders and proposals, including collating supporting information.
• Format submissions, reports, presentations and client deliverables to RSM standards, ensuring accuracy, consistency and timely completion.
• Coordinate travel arrangements as required.
• Process Partner and Director expenses and third-party invoices in Workday.

Skills

Organised

Attention to detail

Communication skills

Time management

CRM experience

Education

TAFE/Business College admin course

Tools

CRM/Dynamics

iManage/ECM

GreatSoft

Workday

MS Office Suite

Job description

OUR VALUE PROPOSITION

At RSM, our purpose is to instill confidence in a world of change for both our clients and our people.

RSM Australia supports a people-centric and collaborative culture where we are committed to empowering and developing you. As a leading professional services firm, we connect you to an extensive network of global resources and invest in your future. We value the meaningful work that you do and encourage you to be a part of the change.

Our value proposition is our commitment to you; it highlights the experiences, benefits, and value that you can expect as part of RSM. This is underpinned by our three values - integrity in everything that we do, supporting clients everywhere, and developing and valuing everyone.

Who we are:

RSM Australia is a member of RSM, the world's 6th largest network of audit, tax and consulting firms. We are an award-winning professional services firm with over 100 years experience supporting Australian businesses. We believe in putting people first and we are proud to have developed a work culture that fosters growth, collaboration and success.

About the role:

Are you an organised, proactive administration professional who thrives in a fast-paced environment and takes pride in keeping everything running smoothly?

We're looking for an experienced Practice Coordinator to join our Audit & Assurance team in Melbourne, providing dedicated support to two Leaders and their broader teams.

This is a varied role where no two days will look exactly the same. You'll be trusted to manage competing priorities, coordinate important client and team activities, prepare polished documents and presentations, and support everything from billing and reporting through to tenders and proposals.

If you enjoy taking ownership, working with senior stakeholders and being the person a team can rely on, this could be a great next step.

Key Responsibilities:

Team Support & Administration

• Provide day-to-day administrative and operational support to Partners, Leaders and team members.
• Support designated Partners with time, task and priority management.
• Assist with client events, training, conferences and team activities.
• Coordinate conflict checks and company searches.
• Support the adoption of new technologies and systems across the team.

Operational management and reporting

• Work with designated Partner(s)/Director(s) to ensure timesheets, expense claims and time/expense transfers are completed in a timely manner (where applicable).
• Conduct administrative processing of WIP/CRM reports as part of financial management reporting (where applicable).

GreatSoft, Billing & Reporting

• Manage jobs, timesheets, reporting and WIP transfers.
• Prepare and issue client invoices and maintain accurate billing records.
• Assist with debtor follow-up.

CRM & Document Management

• Maintain client records, files, leads and opportunities in CRM/Dynamics.
• Manage document filing, folders and version control in iManage/ECM.
• Support compliance with internal processes and procedures.

Tenders, Proposals & Document Production

• Coordinate tenders and proposals, including collating supporting information.
• Format submissions, reports, presentations and client deliverables to RSM standards, ensuring accuracy, consistency and timely completion.

Travel & Expenses

• Coordinate travel arrangements as required.
• Process Partner and Director expenses and third-party invoices in Workday.

About you:

You're someone who is naturally organised, enjoys being across the detail and can confidently manage multiple priorities without losing sight of deadlines.

Education Requirements:

Desirable Completion of TAFE or Business College administration course

Demonstrated Experience & Attributes:

• Demonstrated experience in a similar administrative or professional support role, ideally within a professional services environment such as accounting or legal.
• Experience supporting tenders, proposals or complex document preparation would be highly regarded.
• Experience using CRM systems and maintaining accurate records.
• Proven ability to work effectively in a fast-paced, deadline-driven environment and manage competing priorities.
• Strong written and verbal communication skills.
• Excellent attention to detail, with a commitment to accuracy and high-quality presentation.
• A proactive, self-motivated approach, with the confidence to take ownership and follow tasks through to completion.
• Ability to work autonomously and collaboratively as part of a busy team.
• Intermediate to advanced Microsoft Office skills, particularly Word, PowerPoint, Excel and Outlook.

This is an opportunity to become a valued part of a busy professional services team where your organisation, initiative and attention to detail will make a genuine difference.

You'll have exposure to senior leaders, clients and a broad range of business activities, making this a great opportunity for an experienced administrator looking for a role with variety, responsibility and roo