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Admin Support and Bookkeeper

Offshore Virtual Assistants, a very respected Australian outsourcing company, is looking for an experienced Administration Support and Bookkeeper for our client who runs a successful accounting and taxation firm in Australia.

We are looking for an experienced Administration Support and Bookkeeper administrator who has previously worked within an Australian Accounting and Taxation Firm, providing accessible accounting and taxation services to individuals, small and medium-sized businesses, partnerships, companies, trusts, and self-managed super funds

We are seeking someone to help us continually improve on current systems and processes, providing our clients with exceptional administration service and proactive bookkeeping support, guidance and advice.

With an ability to work across two merged businesses. Ensure accuracy and attention to detail. Ability to think outside the box. Must have extensive Australian bookkeeping firm experience and be well-versed with Australian GST/Taxation Law.

Full time: 8 am – 5 pm Sydney time


  • Answer all incoming calls by the third ring (two businesses)
  • Send E-mailed mail each day (one business)
  • Download portal mail from ATO and send to clients each day (one business)
  • Check and process incoming e-mails each da. An email will be your allocated e-mail. For example, bank requests for ATO documents etc (one business)
  • Write systems for new procedures identified, and change existing systems as needed (two businesses)
  •  Daily Tax Return Lodgements (two businesses)
  •  Make client appointments via Office 365 (two businesses)
  •  Liaise with the Australian Taxation Office (one business)
  • Set of new clients in XPM (one business)
  • Add Clients to the Tax Agent Portal and extract reports prior to appointments as needed (one business)
  •  Add incoming Jobs to XPM & Spreadsheet (one business)
  •  Complete Daily Timesheets in XPM (two businesses)
  • Chase jobs that are WOS (two businesses)
  •  Advise Cat of any new clients that need to be added to ASIC (one business)
  •  Send out Engagement letters to new clients via HelloSign (one business)
  • E-mail Mailouts – 3 times per year chasing work to come in (End June, Early Jan & Early March) (two businesses)
  • Ad-hoc mailouts (eg when the Domestic Violence leave changes were brought in, we emailed all clients that had employees to make sure they were across the changes.) (two businesses)
  •  Preparing information and responding to ethical clearance letters (one business)
  •  Sending ethical letters for new clients onboarded (one business)
  • ATO Payment Arrangements on behalf of clients (one business)
  • Walk new onboarding clients through how to nominate us as their new agents (one business)
  • Walk new clients through how to sign online using HelloSign (There won’t be much of this at the moment as we have closed our books until end April)
  •  Client bookkeeping for your own client list (two businesses)
  • Preparation of BAS/IASs for your own client list (two businesses)
  •  Monthly & Quarterly Super for your own client list – through Xero & ATO SBSCH (two businesses)
  • Chasing un-signed returns at each Lodgement due date
  •  Action End of Job Forms every day (eg sending jobs to sign, sending super deduct letters, send client copies etc etc ) (one business)
  • Updating Client ABN Details (one business)
  •  Updating clients in XPM and Portal as required (two businesses)
  • Fill in for KAMA daily Admin tasks when Cat is away.
  •  ASIC changes and Annual Statements sent out when Cat is away.

2nd Priority if time available

  •  Source Information for 6 monthly newsletters
  • Chase Debtors
  • Chase WOI

Any other duties as instructed by Principals/Managers

Industry Related experience

Previous experience working for an Australian Accounting Firm or Australian Bookkeeping Firm, is mandatory.

Personal Qualities

  • Excellent verbal and written communication skills – with internal and external customers
  • Ability to effectively prioritize work tasks to meet deadlines
  • Ability to work independently and to carry out assignments to completion following processes and procedures 
  • Enjoy self-learning new tasks and getting out of your comfort zone
  • Innovation in having the ability to look for better ways to do things
  • Value lifelong learning
  • Sense of humour
  • Honesty and integrity in doing what you say you will do. 
  • Don’t promise something you can’t deliver
  • Not afraid to learn from mistakes and admit if you don’t know how to do something

Required Qualifications

  • Degree in Business or accounting or equivalent.
  • At least 2 years of industry experience in Xero bookkeeping. 
  • At least 1 year of Australian Bookkeeping Firm experience.

Tools and Software

  • Xero
  • ATO
  • XPM
  • Google Suite
  • Office 365 / Sharepoint

Key Success Factors: 

  • A willingness to self-learn and the flexibility to grow with the role as the business further develops is essential. 
  • Attention to detail, efficiency
  • Excellent English verbal and written communication skills 
  • Ability to manage workload and work independently.
  • Want to be a part of a team
  • Be enthusiastic and positive everyday