Senior Administrator | Accounting Firm

Carnegie Financial Services Ltd; Parramatta; On-site; AUD 65,000 - 95,000; Full time

Benefits offered by this job

Bonus incentives

Annual leave incentives

Career pathway

Job summary

Carnegie Financial Services Ltd is seeking an experienced Senior Administrator to support our accountants and leadership team, keeping administrative processes running smoothly. You will be the first point of contact for clients, ensuring professional, on-time service and organised documentation.

Responsibilities include setting up companies and trusts, ASIC tasks, client onboarding, invoicing, records management and diary coordination.

Qualifications

• 3+ years' administration experience in accounting or professional services.
• Experience setting up companies and trusts, and handling ASIC work.
• Strong knowledge of NowInfinity, InfoTrack, XPM, FYI Docs, Xero and DocuSign.

Responsibilities

• Deliver high standard client service across phone, email and in person.
• Oversee day-to-day administration including reception and inquiries.
• Set up new companies and trusts using NowInfinity with documentation.
• Manage ASIC company secretarial tasks including annual reviews and changes.
• Coordinate client onboarding, engagement letters and AML/CTF checks.
• Maintain client records and workflow in XPM; manage docs in FYI Docs.
• Coordinate DocuSign packages and lodgement tracking for tax and statements.
• Process invoicing, monitor debtors and follow up outstanding accounts.
• Manage Outlook diaries, meetings and client appointments.

Skills

Client service

Time management

Communication

Initiative

Tools

NowInfinity

InfoTrack

Xero

XPM

FYI Docs

Outlook

DocuSign

Job description

We're looking for an experienced Senior Administrator to keep our growing firm running smoothly. You'll be the backbone of our operations, supporting our accountants and leadership team, managing key administrative processes and making sure every client experience is organised, professional and on time. You'll often be the first point of contact for our clients, so how you look after them matters.

Key responsibilities

• Deliver a high standard of client service across phone, email and in person, responding promptly and following through on every request
• Oversee day-to-day administration, including reception, phones, mail and general client enquiries
• Set up new companies and trusts using NowInfinity, including preparing and organising the required documentation
• Manage ASIC company secretarial tasks, including annual reviews, officeholder and shareholder changes, and other updates
• Manage client onboarding, including engagement letters and AML/CTF client verification
• Maintain accurate client records and job workflow in XPM
• Manage client documents and correspondence in FYI Docs
• Coordinate DocuSign packages, lodgement tracking and follow-ups for tax returns and financial statements
• Process invoicing, monitor debtors and follow up outstanding accounts
• Manage diaries in Outlook, book meetings and coordinate client appointments

About you

• 3+ years' administration experience, ideally within an accounting or professional services firm
• Experience setting up companies and trusts, and handling ASIC company secretarial work
• Strong working knowledge of Xero, XPM, FYI Docs, Outlook and DocuSign
• Experience with NowInfinity and InfoTrack highly regarded
• High attention to detail: you double-check names, dates and documents because you know small errors cause big problems
• Efficient and organised: you manage a high volume of work, prioritise well and meet deadlines, especially during peak periods
• A strong sense of initiative: you see what needs doing and get on with it, rather than waiting to be asked
• A high level of client service: warm, professional and responsive, so every client feels looked after
• Confident, clear communication with clients and colleagues
• Reliable and comfortable taking ownership of processes
• A stable, well-defined role where you can take ownership and do great work every day
• Access to bonus incentives for contributing to operations projects that improve how our firm runs
• Additional annual leave incentives on top of your standard entitlements
• Opportunity to grow through our defined pathway (Entry, Developing, Proficient, Senior, Leadership) if and when you want to, with transparent criteria for each level
• Discretionary pay reviews based on performance, not locked into a once-a-year cycle
• Regular 1:1s with firm leadership

A firm that has grown from 13 people in 2019 to nearly 30 today, investing in people, systems and structure to grow sustainably

A collaborative, energetic culture built around ownership and opportunity