Senior Administrator

Hall Chadwick; City of Melbourne; Hybrid; AUD 70,000 - 110,000; Full time

Benefits offered by this job

Annual remuneration reviews

Career development conversations

Wellbeing resources & EAP

Great place to work

Job summary

Hall Chadwick Melbourne is seeking a Senior Administrator to lead and support the administration function, ensuring a professional client experience and smooth office operations. The role involves onboarding, coordination with Directors and Shared Services, and driving service excellence through KPI development and staff coaching.

You will maintain AML/KYC support, assist with ASIC tasks, and ensure accurate document handling while promoting a positive workplace culture.

Qualifications

• Experience in a similar administrator/ops role within a professional services firm.
• Excellent written and verbal communication with strong attention to detail.
• Proficient in MS Office suite; knowledge of BGL CAS 360 is preferred.

Responsibilities

• Lead and support day-to-day administration for Hall Chadwick Melbourne.
• Provide onboarding, induction and offboarding support; coordinate receptionist duties.
• Develop, monitor and report KPIs for the Administration function; coach team members.

Skills

Relevant experience

IT skills: Word/Outlook/Excel

BGL CAS 360 (preferred)

Communication

Time management

Discretion and judgment

Customer service

Tools

Word

Outlook

Excel

BGL CAS 360

Job description

About the Role

Hall Chadwick Melbourne is a leading mid-tier accounting firm, supporting a diverse range of clients across Australia and internationally.We are seeking an experienced and proactive Senior Administrator to lead and support the delivery of administration services across the firm. This role is responsible for ensuring the smooth day-to-day operation of our administration function while providing guidance and support to team members, driving service excellence and identifying opportunities for continuous improvement.Working closely with the Finance and Administration Manager, Directors and internal stakeholders, you will play a key role in maintaining high standards of client service, compliance, and operational efficiency. This hands-on position is ideal for someone who enjoys leading by example, building strong working relationships, and contributing to a positive and professional workplace culture.

• Ensure Hall Chadwick Melbourne’s daily office and administrative functions are delivered in a seamless and efficient manner including that:
  • A welcoming, professional and efficient client experience is provided
  • The office is maintained in a clean and tidy condition, and that necessary equipment, repairs and cleaning are arranged
  • Practice admin processes and procedures are efficient and effective, admin manuals are developed and maintained
  • Reception works seamlessly
  • Administrative on boarding, induction and off boarding requirements are met
  • Create new staff and clients, and back up Practice Support Coordinator with testing if required
• Assist with building management matters as required i.e. Parking, heating, cooling, noise, security, access cards
• Provide support to the Shared Services team, Managers and Directors as required
• Develop, implement and monitor KPIs for the Administration function, covering service quality, timeliness, accuracy, client experience and internal support outcomes
• Provide ongoing performance feedback and coaching to Administration team reports in line with agreed KPIs and role responsibilities
• Attending to company searches, title searches and PPSR searches
• Attending to basic ASIC company changes
• Collating documents to send to clients and uploading to signing platforms as required
• Prepare organisational structures for client groups
• Scanning and filing as required
• Ensure administrative inboxes are dealt with
• Understand and if required, run AML checks on clients and prospects as required and generally support AML/KYC for the firm if required
• Other reasonable duties as requested by the Management, and to assist the Administration team

• Relevant experience in a similar role
• Well-developed IT skills including Word, Outlook, Excel, and ideally BGL CAS 360
• Excellent oral and written communication skills, with strong attention to detail and regard to good process
• Well-developed prioritisation and time management skills
• Proven ability to exercise sound judgement in dealing with confidential and sensitive information
• The ability to develop positive and effective working relationships across the firm
• A driver – Proactive, with initiative and well-developed problem-solving skills
• Strong customer service orientation
• Office based, full-time role

At Hall Chadwick Melbourne, we are committed to supporting our people to thrive both professionally and personally. Some of the benefits we offer include:

• Annual remuneration reviews.
• Career Development Conversations focused on your growth and career path.
• Ongoing investment in your learning and development.
• An open door, feedback culture.
• Support to balance your work and life commitments.
• Active social club and team connection opportunities.
• Employee Assistance Program.
• Wellbeing resources including fruit, coffee, monthly massages and flu shots.
• Employee referral program including an attractive bonus.
• Certified as a “Great place to work”.