Administration Assistant

About the job Administration Assistant - Tax Division

About Shore360:

Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies, handling recruitment, HR, IT, and office facilities so clients can focus on core business, offering transparent pricing, dedicated teams, and flexible setups.

About Us:

We are a trusted adviser to clients seeking Audit, Tax, and Advisory services. As one of the world’s leading audit and accounting organisations, we have clients of all types and sizes, from large corporate organisations to private businesses, entrepreneurs, and individuals across an array of industry sectors.

The People & Culture team partners with the business to ensure it has the right people for our clients and the right environment for our people to achieve its strategic goals. Our objective is to enable our people to build a positive, values-driven high performance culture that attracts the right people and motivates, retains, and develops them to reach their full potential.

We offer professional development, collaborative culture, workplace flexibility, global career growth opportunities, and an industry-competitive salary package. We are committed to building your technical, advisory, leadership, and management skills, and balancing work with promoting health, wellbeing, workplace giving, and social activities.

As a firm, we embrace an inclusive culture and value the differences and unique perspectives of every individual.

About the Role:

The Administration Assistant collaborates with the Executive Assistant (EA) team to provide responsive, accurate and efficient administrative support for the broader Tax Partner group and client teams.

The role supports the Melbourne Tax practice through client and engagement administration, document preparation, risk and onboarding processes, financial administration, and the consistent use of approved systems, templates and procedures.

Core Duties

General administration and workflow management

Attend relevant Tax EA and PA meetings as required.

• Maintain accurate request statuses, supporting links, completion notes and handover information.
• Identify incomplete or inconsistent instructions and promptly refer queries to the requester or nominated reviewer.
• Manage assigned priorities and expedite competing deadlines or delays.

CRM administration

Manage CRM record requests submitted by the Tax EA team.

• Create new entity records using information and supporting documents supplied by the requester.
• Create new contact records and connect record with the appropriate entity.
• Update entity and contact records when authorised and supported by appropriate source information.
• Create and update CRM opportunities based on instructions provided by the relevant Tax team member.
• Complete duplicate record checks and other prescribed data-quality checks before creating or updating records.
• Maintain appropriate supporting documentation and evidence for completed CRM requests.

Initiate client and engagement acceptance forms in CRM.

Workday

• Draft Partner expense claims using receipts and coding instructions supplied by the requester.
  • Record required information such as the business purpose, expense date, supplier, amount and applicable project or cost allocation.
  • Follow up missing receipts or incomplete expense instructions.
• Submitting supplier invoices with the required supporting documents and coding approvals.

Other

Workday data-quality and clean-up activities.

Closing completed matters following approved instructions.

Updating project code names following approved instructions.

Drafting engagement letters using approved templates and instructions.

Billing preparation and invoice coordination.

Key requirements of the role

• People focus
  • Acts in accordance with BDO values at all times
  • Actively seeks and acts on feedback
  • Communicates in a way that is appropriate for the situation and promotes trust, respect, and integrity
  • Proactively cooperates with different stakeholders (Partners, EA/PA, Managers) and manages multiple priorities.
• Business excellence
  • Self-initiates work and is fully responsible for allocated project tasks
  • Demonstrate proactiveness in managing tasks and communicate clearly
  • Demonstrate quality output by leveraging the right templates/information and seeking feedback where needed

Education and Experience:

• Proven experience in an administration, team coordination or client-service support role, ideally within professional services.
• Strong organisati