POSITION DESCRIPTION
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)
regarding client accounts, lodgements, outstanding tax liabilities etc
Client management
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
Strong communication and relationship management skills
Attention to detail
Experience
- Minimum 3 years experience in qualified office