The Junior Admin Specialist will perform administrative duties to support the client in Perth in data entry, document preparation, corporate secretarial, billing and credit card processing
Job Title: Junior Admin Specialist
Work Schedule: 8:00am to 5:00pm, Mondays to Fridays
Work Setup: Hybrid
Office Assignment: Makati (One Ayala Corporate Center)
Responsibilities
Data Entry and Document Preparation
- Utilizing the CRM systems, undertake data entry for the service line ensuring that records are created / updated in a timely manner with all clients, matters, opportunities, and engagements captured correctly (including clean up and maintenance as required)
- Compile correct paperwork for client administration (ie. registration, lodgment and deeds) in a timely and accurate manner
- Complete standard written documentation and correspondence including forms, letters, mail outs, and team reports ensuring accuracy and compliance with the company's corporate visual identity standards
- Perform data entry (e.g. timesheets) accurately and within required timeframes
- Conversion of new client subscription files to Xero subscription file as required
Corporate Secretarial
- Complete ASIC Annual Company Statements or other requested changes within the Compliance system in a timely and accurate manner
- Accurately raise fee for ASIC Annual Company Statements processed by service line
- Lodge ASIC forms in the Compliance system, ensuring that forms are correctly signed and within the required due date
- Complete Registered Agent compliance activities (e.g. debt reminders, document reminders) in the Compliance system
- Maintain the service line corporate volumes in line with ASIC Registered Agent T&Cs.
Billing and Credit Card Processing
- Accurately complete disbursement process and month end billing process for Partner/s and service line in a timely and accurate manner
- Undertake weekly corporate credit card / account reconciliation and coding for Partner/s
- Provide support to Managers and above with expense claims
- Accurately prepares information in a timely manner for billing and provides support to the broader team to complete as required
Other Duties
- Daily input of time into the organization's practice management system
- Daily communication with client engagement team on priorities and actions
- Highly responsive to emails and communication from client relationship team
- Awareness to time, budget and KPI expectations
- Filing of relevant client information in the relevant internal databases
- Keeps client up to date in a timely manner using preferred communication channel
- Respects and addresses unique needs and concerns of client
- Delivers what was promised
- Communicates in a way that is appropriate for the situation, and that promotes trust, respect, and integrity
- Accurately completes all incoming service line requests received via ServiceNow in a timely manner
- Respond to general service line queries accurately and on time, undertaking independent research when necessary
- Complete tax return lodgments on behalf of the service line
- Comply with independence procedures for the firm by conducting CIC checks and providing other support as requested
- Book (through travel portal) all local, domestic and international travel for Partners and staff within service line, including flights, visa, airport transfers, and accommodation
Qualifications
- Graduate of any business course
- Minimum 1 year experience in administration role
- Solid proficiency in Outlook and Microsoft office products (including Excel, Word and PowerPoint)
- Proficiency in Xero
- Maintains high levels of quality even in very detailed work
- Displays professionalism
You'll also get to enjoy these perks on top of the essential employee benefits:
Competitive salary with non-taxable allowances
Health and wellness benefits
Vacation and sick leave credits.
Yearly company and employee performance bonuses
Free meal during office days
Parent-friendly office
Training and certifications
CPD Training Assistance and PRC license renewal reimbursement
Year-round employee engagement activities
Want to know more about our company and culture
Read our Job Applicant Kit for more info and a complete guide to your application: https://lnkd.in/gbuADizr
