Well, well, well… look who's here!

We're guessing you're someone who loves making things run smoothly, thrives on helping teams do their best work, and gets a real kick out of being the first point of contact. Sound about right?

Hold up – got a few questions for you then.

Now, we're on the lookout for a warm, organised, and ridiculously reliable Receptionist & Client Administration Coordinator to join our crew — the first friendly face (and voice) our clients meet, and the glue that keeps our admin world running smoother than our office coffee machine.

Hrmm – YOU might just be the person we are looking for!

What's that? Who are we?

We're Illumin8, an advisory-led accounting firm that's big on people, impact, and working smarter (not harder). We take our work seriously, but we also like to keep things fun, build great relationships, and create real, lasting change for our clients. Our mission is to help small businesses stand the test of time.

Forging ahead with our mission, we're now on the hunt for someone who can help keep our office running smoothly and make sure our clients have a seamless experience from the moment they say yes to the moment they eventually say goodbye.

What's the gig?

As our Receptionist & Client Administration Coordinator, you'll be the friendly face and helpful voice that kicks off every great client experience.

You'll keep the front-of-house humming – answering calls, greeting visitors, managing emails – while also playing a key role in the administration behind our client relationships.

You'll help coordinate new client onboarding and existing client offboarding, making sure the right information is collected, systems are updated, documents are signed, tasks are completed, and nothing falls through the cracks.

You'll work closely with our Practice Manager, Lead Advisors and admin team to keep the day to day running smoothly. From booking client meetings and organising mail, to setting up new clients in our accounting systems, chasing outstanding information and making sure departing clients are properly closed out, you'll be an important part of the machinery behind the scenes.

In short, you'll make sure our team has what they need, when they need it – and that our clients receive a professional, organised and genuinely great experience along the way.

What You'll Be Doing

Be the first hello – answer calls, greet visitors, manage general enquiries and make everyone feel like they've arrived at the right place.

Own the admin game – manage emails, schedule meetings, maintain accurate client information, coordinate documents and make sure nothing slips through the cracks.

Own the client onboarding process – help take new clients from "we're ready to go" through to being fully set up and ready for their advisor. This includes coordinating engagement documentation, collecting required information, setting up and maintaining client records, creating jobs/tasks, coordinating system access, following up outstanding items and ensuring the onboarding checklist is completed.

Keep client records clean and accurate – maintain client information across our practice management, CRM, accounting and other internal systems, ensuring information is current and consistent.

Coordinate client offboarding – help manage the administration when a client leaves, including confirming required actions, closing or updating systems,



transferring relevant information, managing outstanding administration and ensuring the client is properly and professionally closed out.

Be the client admin go-to – communicate with clients by phone and email, answer administrative questions, follow up outstanding information and keep clients informed throughout the onboarding and offboarding process.

Be the connector – coordinate between clients, advisors and the admin team to make sure the right people have the right information at the right time.

Keep things moving – chase signatures, forms, information and approvals, and follow up outstanding tasks without needing to be reminded.

Keep us looking sharp – reception area, meeting rooms, plants, kitchen… if it's in our space, you'll make sure it's ready to impress.

Manage the everyday stuff – coordinate rosters, calendars, mail, meeting rooms, office supplies and all those little administrative jobs that keep a business functioning.

Sprinkle the magic – remember birthdays, organise gifts, lend a hand at events, and help us keep our culture buzzing.

Who You Are

You don't need to know everything about accounting – but you do need to be bloody good at administration.

You are someone who:

- Loves people (and they tend to love you back).

- Has solid client-facing communication skills and knows how to make clients feel looked after.

- Is ridiculously organised and naturally follows things through to completion.

- Can manage multiple processes and deadlines without losing track of the details.

- Takes ownership rather than waiting for someone to tell you what to do.

- Is confident following up clients and internal team members when something is outstanding.

- Has a high attention to detail – because one wrong client record, document or system update can create a much bigger problem later.

- Is tech-savvy and quick to learn new systems. Your digital skills will keep our reception and client administration running like clockwork.

- Can juggle calls, emails, visitors, onboarding tasks and office admin without breaking a sweat.

- Brings a calm, professional vibe – even when the inbox is looking wild.

- Understands that great administration is about making everyone else's job easier.

- Isn't afraid to ask questions, but can also use their initiative to work things out.

- Can communicate professionally with clients while still being warm, approachable and human.

Experience We're Looking For

We're particularly interested in someone with experience in professional services, accounting, bookkeeping, legal, financial services or another environment where accuracy, confidentiality and client administration matter.

Experience with client onboarding and offboarding is highly desirable.

This could include experience with:

- Setting up current clients and maintaining client records.

- Managing client onboarding checklists and workflows.

- Collecting and chasing required client information.

- Coordinating engagement letters, forms,



signatures and documentation.

- Setting up clients across multiple systems.

- Coordinating internal teams to ensure new clients are ready to go.

- Managing client communications throughout an onboarding process.

- Updating and maintaining CRM, practice management and accounting systems.

- Managing client offboarding, including closing out systems, records and outstanding administration.

- Handling confidential client information appropriately.

- Managing a high volume of administrative tasks while maintaining accuracy.

- Working in a client-facing role where communication and follow-through are critical.

Nice-to-Haves (but not deal breakers)

- Experience in accounting or professional services administration.

- Previous experience working within an accounting practice.

- Understanding of the client lifecycle within an accounting firm, from proposal/acceptance through onboarding, ongoing administration and eventual offboarding.

- ATO portal experience – a huge advantage.

- Familiarity with Xero Practice Manager (XPM).

- Experience with Xero or other accounting software.

- Experience with Ignition or similar proposal/engagement platforms.

- Experience with document management, electronic signatures or client information collection systems.

- Intermediate Microsoft Office skills.

- Previous reception or front-desk experience (2+ years preferred).

Why Join Us?

Did we mention that Illumin8 is a fast-growing, award-winning accounting advisory business that has in the past been recognised as a Xero Partner of the Year, Top 50 Cloud Accountants in Australia, Top 100 Coolest Companies in Australia, Fastest Growing Accounting Firm in Australia and even has a previous winner of the Australian Accounting Thought Leader of the Year in our team?

Hell, even a previous Prime Minister said we were the 'coolest accountants on the planet' on a visit to Illumin8 HQ! (we still aren't sure if that's a good thing… but oh well – it's on OUR resume).

We are proudly:

A business with purpose – We don't just do the work; we think about the long-term impact.

A business that obsesses over great team culture – Supportive, fun, and genuinely people-first.

A business that embraces a hybrid working environment – We've been doing it for over 10 years. It's about being where you are the most productive, in our minds.

A chance to make a real impact – This role is pivotal in how our business operates, and the livelihood of both our people & our clients.

Growth opportunities – We'll support your learning and career progression.

Ready to Make a Difference?

If this sounds like your kind of role, we'd love to hear from you.

What we'd love to see on your application?

Your Resume

A cover letter that tells us a bit more about who you are, and what you can bring to our business.

A video (if you dare) explaining the above, and letting us know who you really are – you can send this to the emails noted below.

Questions, comments & bottles of whisky can be sent to Michelle (••••@illumin8.com.au) or Andrew (••••@illumin8.com.au).

Hit apply and let's chat!

P.S. Working space wise – we recently custom fit out a big factory full of positive vibes – check the space out in the video below.

P.P.S. – Recruitment legends – please don't contact us, we are comfy managing this ourselves.

📌 Receptionist and Client Administration (Mornington)
🏢 illumin8 partners
📍 Mornington