/n About the Prospect/n

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/n Bring your professional or financial services administration experience to a family office role in Melbourne’s CBD. Reporting to the director of the family office, you will support client administration, onboarding and communications, while contributing to process improvement and the day-to-day work of the team./n

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/n About the Role/n

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- Attend client meetings, prepare or coordinate meeting packs, and take accurate minutes and follow-up actions.

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- Oversee client administration activities, including client invoices, meeting packs and general administrative tasks.

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- Assist with accounts receivable, data entry and client account reconciliations, and review bookkeeping completed by other team members where required.

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- Act as a central point of contact for family office communications, ensuring consistent information and templates and directing enquiries to the appropriate team member.

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- Maintain accurate and current family office client registers.

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- Coordinate onboarding of new family office clients from proposal, set-up and implementation through to roll-out.

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- Manage day-to-day relationships with third-party and external providers, including utility providers, property agents, private bank managers and Praemium.

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- Help build understanding of the family office offering and support the upskilling of team members and clients.

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- Contribute actively to continuous improvement, process automation and team initiatives.

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- Provide overflow and general support to the family office team as required.





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- Report directly to the director of the family office.

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- Work collaboratively with the family office team to meet internal and external stakeholder expectations.

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- Support the executive and broader leadership team in relation to mutual clients.

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- Build trusted relationships with external clients and stakeholders, and manage day-to-day contact with suppliers and providers.

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- The role uses the following systems:

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- Microsoft Office suite, including Outlook, Word, Excel and PowerPoint.

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- Accounting and bookkeeping systems, including Xero, MYOB and QuickBooks.

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- Praemium and other client, investment or provider platforms relevant to the family office.

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/n About You/n

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- Demonstrated experience in a similar client administration, client services or coordination role within professional services or financial services.

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- Strong client service experience, including managing multiple stakeholders and competing priorities.

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- Experience supporting client meetings, administration, invoicing, accounts receivable or bookkeeping activities.

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- Experience coordinating third-party providers and maintaining accurate registers, records and templates.

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- Exposure to project coordination, process improvement or workflow automation is desirable.

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- Successful completion of Year 12 or an equivalent level of education.

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- A bookkeeping or accounting qualification or degree is desirable but not essential.

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- The ability to build credibility and consistently deliver a high-quality client experience.

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- Clear communication skills and the ability to establish trust and rapport quickly.

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- The ability to prioritise effectively, manage projects and follow through on commitments.

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- Sound judgement and the ability to consider options and identify practical solutions.

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- A collaborative approach to working across divisions, supporting colleagues and contributing to team outcomes.

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- Initiative in identifying efficiencies and opportunities to automate processes.

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- A willingness to accept responsibility, seek feedback and learn proactively.

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- Attention to detail, discretion, confidentiality, adaptability, diplomacy, respect and a strong work ethic.

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/n What’s on Offer/n

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- An onsite administration role supporting the family office team in Melbourne’s CBD.

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- Direct reporting to the director of the family office, with client contact and involvement in process improvement.

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/n How to Apply/n

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/n To apply or discuss this opportunity, email [email protected]./n

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📌 Senior Administration (Melbourne)
🏢 Rezonate Recruitment - Manual
📍 Melbourne