Job Description
Administration Assistant / Office Coordinator n
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.
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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.
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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.
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What you'll be doing
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Managing the office inbox and triaging client emails
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Following up clients for outstanding documents and information
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Sending and managing document requests through Content Snare
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Preparing and sending documents for signing (Annature)
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Updating workflow trackers and ensuring jobs are progressing
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Monitoring outstanding tasks and following up with clients or team members where something is holding up a job
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Collating and organising documents for accountants
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General office administration and support
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What success looks like
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Clients are followed up consistently without needing to be prompted
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You know what is outstanding and what needs attention
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Workflows are kept accurate and up to date
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Jobs do not sit unnecessarily because a document, response or action has been missed
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Client communication is clear, professional and timely
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Systems and records are accurate and well maintained
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When you notice a problem, you either resolve it or bring it to the right person's attention
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About you
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Highly organised with strong attention to detail
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A proactive attitude - you don't wait to be told what to do
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Strong written and verbal communication skills
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Able to manage multiple tasks and prioritise effectively
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Comfortable learning recent systems and software
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Reliable, accountable and comfortable taking ownership of your work
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Experience
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Previous administration or office experience required
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Experience in an accounting or professional services environment is a bonus, but not required
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Confident Microsoft Excel skills and strong general computer skills
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Small team where your work has a direct impact
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Opportunity to take real ownership of administrative processes
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Opportunity to help improve the firm's systems and processes
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Exposure to modern accounting systems and workflows
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Scope for the role to grow as the firm develops
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Application Question
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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