Administration Assistant (SO2)

Finance And Back Office Pasig City, National Capital Region National Capital Region

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Description

Overview 
An Administration Assistant is the first point of contact for existing and prospective clients, candidates and others that come to our offices, and thus needs to have exceptional customer service skills and be engaging with a bright personality.  It is also important that they are well presented. 
The Administration Assistant also manages a variety of the administrative requirements for the office.  They need to be flexible and able to juggle the varying priorities assigned to them each day.  They will have excellent time management skills and display a strong attention to detail. They need to be able to effectively communicate, both verbally and in writing.  They will also have a high level of proficiency in Microsoft Office.  
 
Work Experience 
 
A minimum of 2 years experience in a customer service/front office role in a Chartered Accounting practice. 
Timeline 
 
The following is a daily timeline of the key tasks to be completed each day. 
 
 
Tasks 
 
 
Receipting 
 
  • Receipt the EFT payments that have been received into the bank account 
  • Responsible for managing the daily receipting process and training the Administration Assistant in this process (if required) 
  • If required – need to be able to match the deposits in Viztopia with the bank statement by running a receipts report 
 
 
Mail 
 
Log in Mail  
  • Incoming Mail- open and date stamp. 
  • Record incoming mail in the Notes section of the relevant client in MYOB AE.   
  • Mail Scan into HowNow 
  • Prepare all Tax correspondence with “With Compliments” for Client Director. 
  • Separate mail into each Client Directors folder and deliver. 
  • Scan creditor’s invoices to InvitBox (for the correct office). Stamp with “SCANNED”. Place in correct tray near General Manager - Accounting. 
 
Log out Mail 
 
  • Record all outgoing mail items in the Notes section of the relevant client in MYOB AE.   
  • Print Notes page and add to Client Follow up book on date required to follow up 
  • Mail to client 
 
 
 
 
Clients 
 
  • Contact clients regarding documentation that have been sent out and not yet returned.  Ensure the lodgement dates are known and clear to the client so that penalties will not be received for late lodgements 
  • Prospect Client Enquiry Process 
 
 
ATO Lodgements 
 
  • Lodge all returns-contact Client Directors is there are any issues. 
  • Contact The Cavalry if there are any issues with connection to VPN 
  • Print Validation Report 
  • Check returns lodged. Stamp “LODGED” and date. 
  • Email validation report to Client Directors/managers of those lodgements. 
  • Scan to Mail Scan in HowNow 
 
 
ASIC Lodgements 
 
 
  • Work in collaboration with the team to prepare and lodge ASIC Company Statements  (input varies between office) 
  • Preparation of ASIC forms as required (input varies between office) 
  • Lodgement of ASIC forms as required (input varies between office) 
 
 
 
Banking 
 
  • Enter clients payments into MYOB AE under Debtors Receipts.   
  • Log cheques in the deposit book and take to bank 
  • Check Credit Card Authorisation Remittance slip to see if already paid. 
  • Add Merchant Fees change to Amount of Invoice to be paid. 
  • Process Credit Cards through Merchant Terminal 
  • Once payment appears on bank statement (MasterCard & Visa-next day, Amex 2-3 days), enter Receipt of Authorisation into debtors receipts as PAID 
 
Additonal Tasks 
 
Bookings 
  • Coordinate Fire Wardens Update and Training 
  • Parking spaces 
  • Coordinate and arrange meeting room bookings 
  • Organise couriers as required 
  • Coordinate with Preferred Media regarding boxes to and from Achieves 
Order 
  • Coordinate Sandwiches/food/drinks for meetings and functions 
  • Stationary ordering and maintenance  
  • Printed stationary (dashing work etc), ordering and coordination of artwork 
  • Ordering bulk Express Post envelopes 
  • Amenities and kitchen needs 
Clients 
  • Assisting clients as required  
  • New business Enquires – follow procedure 
  • Maintain the visitor register and contacts database 
  • Order flowers/presents for clients, as directed by management 
  • MYOB AE  
-Client database maintenance 
-Resolving database issues 
-Adding / closing clients and maintaining logs 
  • ATO Portal Admin 
-Set up and close clients as required 
-Update client details as required 
Staff 
  • Setting up new entities 
  • Managing office keys and security passes 
  • Manage employee security codes 
  • Assist with ‘mail outs’ if required  
Routine  
  • Maintain the presentation of the reception area 
  • Prompt attention to repair and maintenance of items; chairs, computers etc,  
  • Data entry- liaise with Business Manager  
  • Answer incoming phone calls, including redirections from other offices 
  • Coordinates with other offices if KPNS office will be unattended and place Notice on door. 
  • Liaise with building management if any problems occur that are not KPNS responsibility 
  • Contact cleaners if required 
  • Disperse fruit box, delivered on Monday, between Level 3 and 4 
  • Additional errands 
  • Pay bills by credit card and set up periodical payments if required. 
  • Lodge tax returns  
Monthly 
  • Couriers 
Summarize costs, cross checking with booking sheet and statement and enter into MYOB AE, if costs attribute to a client.  
  • Australia Post 
Collate daily pricing statements and check off. Obtain copies if missing. Summarize for the month. Post client costs in MYOB AE and follow up on any incorrect charges. 
  • Debtor Statements 
-Print as soon as previous month end is complete

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