Position: Corporate Secretarial and Database Officer
Location: NP Office
Employment type: Part time, ongoing
Reports to: Practice Manager
Direct Reports: Nil
Performance review period 6 monthly
About the company:
Nicholson Partners is a boutique accounting and advisory firm based in Thornbury. We provide solutions for all our clients business, taxation and financial needs and is committed to
undertaking continuous training to keep abreast of developments in our profession. We provide personalised approach, long-standing client relationships, and strong reputation within the SME market. With a collaborative team culture and a focus on quality over volume, the firm prides itself on delivering practical, value-driven advice to a loyal client base across a range of
industries.
Purpose of the role:
This corporate secretarial and database officer is responsible for assisting clients in the maintenance of their corporate compliance and regulation. The corporate secretarial and database officer will be the primarily person responsible for the maintenance of the database. The role will also assist as a backup the administration assistant.
Key Areas of Responsibility
Area Description
Corporate Compliance
- Maintain the Corporate Register
- Process
- Company incorporation
- Establishment of trusts C SMSFs
- Ordering trust deeds
- Business name registrations and renewals
- Company deregistration
- ASIC compliance, annual statements and changes
- Management of Now Infinity
- Maintain a schedule of deadlines
Database management
- Accurate and complete onboarding of new clients
- Timely and accurate updates to client information
- Timely and accurate updating of new entities for existing clients
- Maintain structure diagrams for client groups
- Accurate and complete offboarding of clients
- Keep client data up to date (change of address etc)
- General database maintenance
- Work with Practice Manager to keep database up to date and accurate
ATO
- Monthly IAS (individual), send Client payment slip
- Check Notice of Assessment on returned lodgements
- Maintain a schedule of lodgement deadlines
- Liaise with the Australia Taxation Office (ATO)
- Assistance with the mailout of
- Newsletters
- FBT
- Trust distributions
- General updates and ad hoc communications
- Preparation and sending out of the annual Engagement Letter to clients
- Continually build and nurture client and potential
client relationships
Training and Development
- Attend all scheduled training
- Have good knowledge of the firm’s systems and processes and be able to identify the appropriate
resources to apply them
Leadership and teamwork
- Work as an effective team member, sharing information and providing peers with assistance
- Communicate effectively with all staff members,
clients and management
Reception and Office (backup only)
- Answer phones/emails in a professional manner
- Taking messages accurately and ensure they are passed on in a timely manner
- Prepare and process correspondence
Meetings (backup only)
- Set up Client meetings in the calendar
- Greet Clients and offer refreshments
Targets - Accurately complete timesheet daily
Qualifications: - Certificate in Office Administration, or equivalent
Skills:
- Understanding of MS Office
- Solid communication and relationship management skills
- Attention to detail
Experience - Minimum 3 years experience in professional office