Receptionist / Administration Officer

Trinity Advisory; Cairns Regional; On-site; AUD 42,000 - 56,000; Full time

Benefits offered by this job

Early Friday finish at 1:00 PM

Comprehensive training

Career growth opportunities

Supportive culture

Job summary

Trinity Advisory in Cairns is seeking a Receptionist & Administration Officer to be the front of house for a busy accounting, advisory and coaching firm. You will manage client onboarding, meetings, and day-to-day office operations with warmth and professionalism.

You will support directors and the advisory team, coordinate workflows, and ensure accurate records in practice management/CRM systems, while maintaining a welcoming client experience.

Qualifications

• Experience in a reception/administration role within an accounting firm or professional services environment.
• Strong computer skills, particularly Microsoft Office (Outlook, Word, Excel) and confidence in learning new systems.
• Professional, friendly and polished phone manner.
• Excellent written and verbal communication skills.
• Strong organisation and time-management skills, with the ability to prioritise deadlines.
• High attention to detail with a consistently professional presentation.
• Proven ability to work autonomously as well as collaboratively in a team.
• Experience with accounting or practice management software (e.g. Xero, FYI Docs or similar) will be highly regarded.

Responsibilities

• Deliver a warm, professional first impression by welcoming clients and visitors and confidently managing incoming calls and client enquiries.
• Coordinate client meetings, including room preparation, refreshments, and logistical support.
• Manage client onboarding and offboarding processes, ensuring documentation, records, and system updates are handled accurately and efficiently.
• Provide high-level administrative support to the accounting and management team, including calendar management, correspondence preparation, report formatting, and proactive schedule coordination.
• Handle all incoming and outgoing mail, couriers, and deliveries, while maintaining organised and efficient office workflows.
• Oversee office and kitchen supplies and ensure the reception, meeting rooms, kitchen, and general office areas remain tidy, well-presented, and professional.
• Assist with internal and client events, including catering, setup, and coordination.
• Undertake general office administration and ad-hoc tasks as required to support clients and the wider team.
• Liaise with clients regarding required documents, forms, signatures, and follow-ups to ensure a seamless client experience.
• Maintain accurate client data and records within practice management and CRM systems.
• Coordinate the collation, preparation, and distribution of documents for key deadlines, client meetings, and advisory work.
• Work closely with the advisory team to support efficient workflows and strong client outcomes.

Skills

Client service mindset

Communication

Organisation

Time management

Phone etiquette

Autonomy

Teamwork

Attention to detail

Tools

Microsoft Office (Outlook, Word, Excel)

Xero

FYI Docs

Job description

Position: Receptionist / Administration Officer
Company: Trinity Advisory – Accounting, Advisory, and Coaching Services for Small Businesses

Who We Are:

Trinity Advisory is a multi-award-winning firm specialising in accounting, business advisory, and coaching services tailored for small business owners. We take great joy in guiding small business owners from the trap of "self-employment" to the freedom of true "business ownership." Our mission is to provide proactive, dynamic advice by using each client’s personal "why" with the story behind their financial data to drive business success. We strive to delight our clients by building genuine lifelong friendships, guiding, and supporting them through the opportunities and challenges of life and business.

Our Core Values:

Go Above & Beyond: Taking initiative to exceed expectations and always striving to delight.

Cultivate Positive Relationships: Showing kindness, respect, and maintaining open, honest communication.

Take Responsibility: Owning our actions and results, celebrating successes, and learning from challenges.

Embrace Teamwork: Delivering better outcomes through collaboration.

Deeply Curious: We are always asking questions to understand the real "Why" behind every decision.

Give Back: Engaging with and supporting the community around us.

Role Overview

We have an exciting opportunity for a Reception & Administration Officer to join our Cairns office.

This is a front-of-house and office allrounder role suited to an experienced professional who thrives in a busy accounting or professional services environment. As the first point of contact for our clients, you’ll bring warmth, professionalism and confidence, while also ensuring the smooth running of day-to-day office and administrative operations.

You will support our directors, accountants and advisory team, coordinate workflows, and take ownership of reception and office processes from end to end.

Key Responsibilities

Reception & Administrative Office Support

• Deliver a warm, professional first impression by welcoming clients and visitors and confidently managing incoming calls and client enquiries.
• Coordinate client meetings, including room preparation, refreshments, and logistical support.
• Manage client onboarding and offboarding processes, ensuring documentation, records, and system updates are handled accurately and efficiently.
• Provide high-level administrative support to the accounting and management team, including calendar management, correspondence preparation, report formatting, and proactive schedule coordination.
• Handle all incoming and outgoing mail, couriers, and deliveries, while maintaining organised and efficient office workflows.
• Oversee office and kitchen supplies and ensure the reception, meeting rooms, kitchen, and general office areas remain tidy, well-presented, and professional.
• Assist with internal and client events, including catering, setup, and coordination.
• Undertake general office administration and ad-hoc tasks as required to support clients and the wider team.
• Liaise with clients regarding required documents, forms, signatures, and follow-ups to ensure a seamless client experience.
• Maintain accurate client data and records within practice management and CRM systems.
• Coordinate the collation, preparation, and distribution of documents for key deadlines, client meetings, and advisory work.
• Work closely with the advisory team to support efficient workflows and strong client outcomes.

About You

You are an experienced, people-focused administrator who is comfortable taking ownership and staying one step ahead.

You will ideally bring:

• Previous experience in a reception/administration role within an accounting firm or professional services environment.
• Strong computer skills, particularly Microsoft Office (Outlook, Word, Excel) and confidence in learning new systems.
• A professional, friendly and polished phone manner.
• Exceptional client service mindset with the ability to build rapport quickly.
• Excellent written and verbal communication skills.
• Strong organisation and time-management skills, with the ability to prioritise and juggle competing deadlines.
• High attention to detail and a consistently professional presentation.
• Proven ability to work autonomously as well as collaboratively in a team.
• Experience with accounting or practice management software (e.g. Xero, FYI Docs or similar) will be highly regarded.

Why You’ll Love Working with Us

• Supportive Culture: Join a team that feels like family
• Extensive Training: We’ll prepare you with everything you need to thrive in this role
• Career Growth: Opportunity to advance your skills and grow within the firm
• Work-Life Balance: Enjoy early finishes every Friday at 1:00 PM!

This opportunity presents an ideal pathway for individuals seeking to advance their career in business administration.