Administration Assistant / Office CoordinatorWe 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 doingManaging the office inbox and triaging client emailsFollowing up clients for outstanding documents and informationSending and managing document requests through Content SnarePreparing and sending documents for signing (Annature)Updating workflow trackers and ensuring jobs are progressingMonitoring outstanding tasks and following up with clients or team members where something is holding up a jobCollating and organising documents for accountantsGeneral office administration and supportWhat success looks likeClients are followed up consistently without needing to be promptedYou know what is outstanding and what needs attentionWorkflows are kept accurate and up to dateJobs do not sit unnecessarily because a document, response or action has been missedClient communication is clear,



professional and timelySystems and records are accurate and well maintainedWhen you notice a problem, you either resolve it or bring it to the right person's attentionAbout youHighly organised with strong attention to detailA proactive attitude – you don't wait to be told what to doStrong written and verbal communication skillsAble to manage multiple tasks and prioritise effectivelyComfortable learning new systems and softwareReliable, accountable and comfortable taking ownership of your workExperiencePrevious administration or office experience requiredExperience in an accounting or professional services environment is a bonus, but not requiredConfident Microsoft Excel skills and solid general computer skillsSmall team where your work has a direct impactOpportunity to take real ownership of administrative processesOpportunity to help improve the firm's systems and processesExposure to modern accounting systems and workflowsScope for the role to grow as the firm developsApplication QuestionAs 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.Be careful - Don't provide your bank or credit card details when applying for jobs.
Don't transfer any money or complete suspicious online surveys.
If you see something suspicious, report this job ad .
#J-*****-Ljbffr

📌 Proactive Office Coordinator: Ownership & Systems (Melbourne)
🏢 Paul Marc Partners
📍 Melbourne