Administration Assistant / Office Coordinator
We are a small accounting firm in Armadale looking for an organised and proactive Administration Assistant / Office Coordinator to support our day-to-day operations.
This is not a passive administration role. You will be responsible for keeping work moving, managing client communication, and maintaining clean, organised systems across the firm.
The role suits someone who enjoys taking ownership, notices when something needs attention, and follows it through without needing constant direction. You will have the opportunity to take responsibility for key administrative processes as you become familiar with the firm.
What you'll be doing
Managing the office inbox and triaging client emails
Following up clients for outstanding documents and information
Sending and managing document requests through Content Snare
Preparing and sending documents for signing (Annature)
Updating workflow trackers and ensuring jobs are progressing
Monitoring outstanding tasks and following up with clients or team members where something is holding up a job
Collating and organising documents for accountants
General office administration and support
What success looks like
Clients are followed up consistently without needing to be prompted
You know what is outstanding and what needs attention
Workflows are kept accurate and up to date




Jobs do not sit unnecessarily because a document, response or action has been missed
Client communication is clear, professional and timely
Systems and records are accurate and well maintained
When you notice a problem, you either resolve it or bring it to the right person's attention
About you
Highly organised with strong attention to detail
A proactive attitude - you don't wait to be told what to do
Strong written and verbal communication skills
Able to manage multiple tasks and prioritise effectively
Comfortable learning new systems and software
Reliable, accountable and comfortable taking ownership of your work
Experience
Previous administration or office experience required
Experience in an accounting or professional services workplace is a bonus, but not required
Confident Microsoft Excel skills and strong general computer skills
Small team where your work has a direct impact
Opportunity to take real ownership of administrative processes
Opportunity to help improve the firm's systems and processes
Exposure to modern accounting systems and workflows
Scope for the role to grow as the firm develops
Application Question
As part of your application, please briefly describe a situation where you noticed something had not been followed up or completed, and what you did about it.
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📌 Administration Assistant / Office Coordinator (Melbourne)
🏢 Paul Marc Partners
📍 Melbourne