Client Services Officer / Practice Administrator

Position Summary
The Client Services Officer plays a key role in delivering exceptional service to clients by providing administrative, operational, and client relationship support to the accounting team. The role is responsible for managing client communications, coordinating compliance and lodgment requirements, preparing documentation, maintaining accurate client records, and ensuring a professional and efficient client experience.

The Client Services Officer serves as a central point of contact between clients and the firm, helping to ensure deadlines are met, compliance obligations are managed effectively, and client enquiries are responded to promptly and professionally.

Key Responsibilities
Client Relationship Management

• Act as a first point of contact for client enquiries via phone, email, and in person.
• Develop and maintain positive professional relationships with clients.
• Ensure a high level of client service is delivered consistently.
• Liaise with clients regarding outstanding information, appointments, documents, and compliance requirements.
• Follow up on client requests and ensure timely resolution of enquiries.

Compliance and Administration

• Prepare and process ASIC documentation including company registrations, deregistrations, changes to company details, annual reviews, and company secretarial matters.
• Assist with trust, company, SMSF, and business entity establishment documentation.
• Coordinate tax return, BAS, IAS, and financial statement workflow administration.
• Monitor and manage compliance deadlines and lodgement schedules.
• Prepare engagement letters and other client correspondence.
• Maintain accurate electronic and physical client records.

Practice Management Support

• Support workflow between clients and accounting staff.
• Schedule appointments, meetings, and client reviews.
• Assist with onboarding new clients and maintaining client databases.
• Update practice management software with client information and job progress.
• Support the implementation of firm policies, procedures, and process improvements.
• Assist with billing, invoicing, and debtor follow-up activities as required.

Document Preparation and Management

• Prepare letters, forms, reports, and client documentation.
• Manage electronic document filing and records management systems.
• Coordinate document signing processes using electronic signing platforms.
• Ensure all client records comply with internal policies and regulatory requirements.

ASIC and Regulatory Administration

• Process ASIC annual reviews and maintain corporate registers.
• Prepare ASIC Forms and related correspondence.
• Coordinate ABN, TFN, GST, PAYG, and business registration applications.
• Conduct company and business name searches.
• Monitor ASIC and regulatory correspondence.

Team Support

• Provide administrative support to accountants, advisors, and directors.
• Assist with special projects and administrative initiatives.
• Contribute to a positive team culture and collaborative working environment.
• Participate in training and professional development activities.

Key Performance Indicators (KPIs)

• Delivery of exceptional client service.
• Timely completion of administrative and compliance tasks.
• Accuracy of client records and documentation.
• Compliance deadlines met without omissions.
• Effective management of client communications.
• Contribution to workflow efficiency and practice operations.
• Positive client and team feedback.

Skills and Experience

• Previous experience in a client services, administration, or practice support role.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Strong computer literacy and experience with Microsoft Office Suite.
• Professional presentation and customer service skills.
• Experience working within an accounting, bookkeeping, financial planning, legal, or professional services firm.
• Knowledge of ASIC, ATO, and company secretarial processes.
• Experience using practice management software such as FYI Docs, Xero, XPM, CAS360 or BGLSMSF.
• Understanding of Australian business structures and compliance requirements.

Personal Attributes

• Client-focused with a professional and friendly manner.
• Proactive and solutions-oriented.
• Highly organised and efficient.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Maintains confidentiality and professionalism.
• Adaptable and willing to learn new processes and systems.

If you are interested in this opportunity, please apply within or reach out to Ross Stephens on 0447346883 for a confidential chat!

Salary

$80-110k pkg

Contract

Permanent / Full Time

Ref #

4084999

Ross Stephens

• Email Ross
• +61 (0) 447 346 883

Apply Now