Administration Assistant

1 week ago


Pasig, National Capital Region, Philippines Satellite Office Full time

OverviewAn 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 ExperienceA minimum of 2 years experience in a customer service/front office role in a Chartered Accounting practice.
TimelineThe following is a daily timeline of the key tasks to be completed each day.

TasksReceiptingReceipt the EFT payments that have been received into the bank accountResponsible 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 reportMailLog in MailIncoming Mail- open and date stamp.

Record incoming mail in the Notes section of the relevant client in MYOB AE.Mail Scan into HowNowPrepare 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 MailRecord 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 upMail to clientClientsContact 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 lodgementsProspect Client Enquiry ProcessATO LodgementsLodge all returns-contact Client Directors is there are any issues.

Contact The Cavalry if there are any issues with connection to VPNPrint Validation ReportCheck returns lodged. Stamp "LODGED" and date.
Email validation report to Client Directors/managers of those lodgements.

Scan to Mail Scan in HowNowASIC LodgementsWork 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)BankingEnter clients payments into MYOB AE under Debtors Receipts.

Log cheques in the deposit book and take to bankCheck 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 TerminalOnce payment appears on bank statement (MasterCard & Visa-next day, Amex 2-3 days), enter Receipt of Authorisation into debtors receipts as PAID
Additonal TasksBookingsCoordinate Fire Wardens Update and TrainingParking spacesCoordinate and arrange meeting room bookingsOrganise couriers as requiredCoordinate with Preferred Media regarding boxes to and from AchievesOrderCoordinate Sandwiches/food/drinks for meetings and functionsStationary ordering and maintenancePrinted stationary (dashing work etc), ordering and coordination of artworkOrdering bulk Express Post envelopesAmenities and kitchen needsClientsAssisting clients as requiredNew business Enquires – follow procedureMaintain the visitor register and contacts databaseOrder flowers/presents for clients, as directed by managementMYOB AE-Client database maintenance
  • Resolving database issues Adding / closing clients and maintaining logsATO Portal Admin-Set up and close clients as required Update client details as requiredStaffSetting up new entitiesManaging office keys and security passesManage employee security codesAssist with 'mail outs' if requiredRoutineMaintain the presentation of the reception areaPrompt attention to repair and maintenance of items; chairs, computers etc,Data entry liaise with Business ManagerAnswer incoming phone calls, including redirections from other officesCoordinates 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 responsibilityContact cleaners if requiredDisperse fruit box, delivered on Monday, between Level 3 and 4Additional errandsPay bills by credit card and set up periodical payments if required.

Lodge tax returnsMonthlyCouriersSummarize costs, cross checking with booking sheet and statement and enter into MYOB AE, if costs attribute to a client.

Australia PostCollate 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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