Office Coordinator – Hybrid Flexibility in Melbourne

An established accounting firm based in Cremorne is seeking an experienced Office Coordinator to join its close-knit team. This is a varied role suited to someone who enjoys being the go-to person for office operations, client communication and administrative support, while helping keep workflows running smoothly across multiple teams. With a strong focus on client relationships, collaboration and team culture, this is an opportunity to join a business that values its people and takes pride in building long-term client partnerships.

What’s on Offer?

• Work-from-home flexibility: One day per week following successful completion of probation.
• A genuinely connected team: Annual two-day offsite conference focused on team connection, collaboration and strategy.
• Meaningful team events: Participate in an annual charity fundraising event that brings together staff, clients and associates.
• Supportive culture: A close-knit environment with strong client relationships and low client turnover.
• Prime Cremorne location: Enjoy a vibrant, walkable neighbourhood with excellent public transport connections, cafés and amenities.
• Variety and ownership: A broad role where you can take ownership of administrative processes and make a meaningful contribution to the wider business.

Key Responsibilities

• Client Services & Communication
  • Manage incoming calls, emails and multiple shared inboxes professionally.
  • Assist with new client onboarding and maintain accurate client information across internal systems.
  • Liaise with clients, financial planners and accountants regarding documentation, deadlines and outstanding information.
  • Follow up on missing client documents and ensure records are kept up to date.
• Office Administration & Coordination
  • Provide administrative support across multiple office locations.
  • Manage data entry, scanning, electronic filing, incoming and outgoing mail, and general correspondence.
  • Prepare and issue engagement letters, ASIC documentation and other firm correspondence.
  • Maintain workflow spreadsheets, monitor task progress and ensure important deadlines are met.
  • Manage compliance authorisations, agent appointments and user access across tax, software and banking platforms.
  • Coordinate administrative workloads and support other administration team members to ensure smooth day-to-day operations.
  • Work closely with the Corporate team to process company-related requests and maintain accurate records in line with firm procedures.
• ATO & Compliance Support
  • Liaise with the ATO on behalf of clients and accountants.
  • Assist with establishing ATO payment plans and requesting lodgement extensions.
  • Monitor ATO notices, compliance requirements and key deadlines.
  • Manage the linking and unlinking of entities within the ATO Portal.
• Accounting & Practice Support
  • Upload tax documents and client deliverables to client portals.
  • Prepare draft client invoices and assist with billing and payment arrangements.
  • Follow up on outstanding debtors and support accounts receivable processes.
  • Assist with tax return and BAS preparation checklists.
  • Coordinate with the offshore administration team to maintain efficient workflows and timely completion of tasks.

About You

To be successful in this role, you will ideally bring:

• Previous experience in office coordination, practice administration or a similar administrative role.
• Experience within a public practice accounting firm or professional services environment.
• Strong organisational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, with confidence liaising with clients and internal stakeholders.
• A high level of accuracy and attention to detail when managing records, documentation and compliance tasks.
• A proactive, solutions-focused approach and the ability to work both independently and collaboratively.
• Strong systems capability, with experience using accounting or practice management software highly regarded.
• The confidence to coordinate workflows, support administrative colleagues and ensure critical tasks are completed on time.

All communication is strictly confidential.