CSA- REPLACEMENT

Having performed the same or similar role within a 15 – 50 FTE sized accounting firm

Having used the software tools that we use (i.e. FYI, Xero, XPM, FuseSign/Docs, ATOMate)

Being able to work at speed / intensity (i.e. just crack-in and do what needs to be done to get the work out the door ASAP) when the season calls for that (i.e. not all the time … more like pre-15 May lodgement; pre-30 June tax planning etc)

Having a young-at-heart personality/outlook on life.

The Client Services Administrator plays a critical role in ensuring timely, accurate and professional delivery of information from our accounting and advisory team to our clients. This role acts as the final quality and coordination point between internal professional staff and external clients, supporting a seamless, high- quality client experience.

Key Responsibilities

Client Communication & Document Distribution • Prepare, coordinate and distribute client deliverables including financial statements, tax returns, advisory reports and correspondence • Manage outbound client communications via email, client portals, physical mail and other approved company applications • Ensure all client-facing documents are accurate, complete and professionally presented prior to release • Monitor and follow up outstanding client approvals, signatures and acknowledgements

Workflow & Practice Support • Liaise closely with Partners, Managers and professional staff to coordinate workflow timing and client deliverables • Track job completion stages within the practice management system • Assist with scheduling and prioritisation of client communications to meet deadlines • Update internal systems with correspondence, approvals and document status • Prepare spreadsheet for weekly team meeting. Take notes in this meeting. • Setup all jobs in XPM • Schedule all client meetings for the team as requested. • Schedule and update all internal meetings for the team. • Assist with offboarding of clients in a timely manner. • Profiling all client documents • Apply for lodgement extensions with the ATO where needed. • Manage ATO calls, payment plans and interest and penalty remissions • Track reports from ATO regarding outstanding lodgements and communicate this with partners and managers weekly. • Lodgement of all ATO returns

Compliance & Quality Control • Ensure documents are issued in accordance with ATO requirements, privacy obligations and internal quality standards • Maintain version control and document accuracy • Apply consistent branding, formatting and tone across all client communications

Administration & General Support • Maintain accurate client records within practice management and document management systems

• Assist with onboarding new clients including engagement letters and document packs • Support billing and job closure processes as required • Provide general administrative support during peak periods

Skills, Experience & Attributes

Essential • 2–3+ years’ experience in an administrative or client services role within a professional services environment • Strong written communication skills with a professional, client-focused tone • High attention to detail and accuracy • Ability to manage deadlines and competing priorities • Proficiency in Microsoft Office and document management systems

Desirable • Experience in an accounting or tax practice • Familiarity with ATO correspondence and workflows • Experience with practice management systems such as Xero Practice Manager, MYOB Practice Management, FuseWorks or FYI docs

Personal Attributes • Highly organised and reliable • Professional and discreet • Proactive and solutions-focused • Comfortable working with senior professionals and confidential information

Performance Expectations • Timely and accurate client communications: -  Respond to client emails within 24 hours  Send out ATO mate mail within 48 hours of receiving it (the exception to this will be BAS/IAS)

• High-quality document presentation • Strong internal stakeholder feedback • Compliance with confidentiality and quality standards • Ability to work at speed as and when the workflow of the firm demands