Administration Assistant/Bookkeeper in Burwood

Fiducia Advisors is a Sydney accounting practice providing tax, compliance and advisory services to individuals and businesses. We are seeking an organised, detail-focused Administration Assistant / Bookkeeper to be the first point of contact for our clients and to support our accountants with bookkeeping, payroll and ATO compliance work. This is a varied, hands-on role suited to someone who enjoys both client service and working with numbers, and who takes pride in accuracy and confidentiality.

Key responsibilities

• Reception and office administration
  • Answer and direct incoming telephone calls professionally, take accurate messages and respond to general client enquiries
  • Greet clients and visitors and manage appointment bookings and meeting room calendars
  • Manage the general office inbox, incoming and outgoing mail, couriers and scanning
  • Maintain client files and records in the practice management system, including onboarding new clients (engagement letters, ID verification, ATO client linking/nominations)
  • Order office supplies and coordinate with IT and other service providers as required
• Correspondence and document production
  • Prepare letters, emails, engagement letters and client reminders using practice templates
  • Format, assemble and dispatch financial statements and tax returns for client review and signing, including electronic signature workflows
  • Follow up outstanding client information, signed documents and payments
• Accountant support
  • Prepare client workpapers and gather source documents for year-end and tax return preparation
  • Track lodgement due dates and help manage the practice workflow and job deadlines
  • Assist with time recording, work-in-progress, invoicing and debtor follow-up
  • Undertake ad hoc administrative and research tasks as directed by the accountants
• Bookkeeping
  • Process accounts, reconcile bank, credit card and loan accounts
  • Maintain accurate ledgers in Xero (and other cloud software as used by clients)
  • Prepare Business Activity Statements (BAS) and Instalment Activity Statements (IAS) for review by the accountant
  • Assist with month-end and year-end processes, including accruals, journals and reconciliations
• Payroll
  • Process weekly, fortnightly or monthly payroll for nominated clients
  • Report payroll through Single Touch Payroll (STP) and finalise employee information at year end
  • Calculate and process PAYG withholding, superannuation guarantee contributions, leave entitlements and terminations in line with relevant awards
  • Manage new starter documentation (TFN declarations, super choice forms) and payroll records
• ATO liaison
  • Contact the ATO by phone and through the Online Services for Agents portal on behalf of clients
  • Retrieve ATO statements, notices and pre-fill reports, and monitor client lodgement and payment obligations
  • Assist with payment arrangements, remission requests and responses to ATO correspondence under accountant supervision
  • Maintain accurate records of all ATO contact and outcomes on client files

Skills, experience and qualifications

Essential

• At least 2 years' experience in bookkeeping, payroll or administration, ideally within an accounting practice
• Working knowledge of Xero, including bank reconciliations, payroll and BAS preparation
• Sound understanding of GST, PAYG withholding, superannuation guarantee and STP obligations
• Excellent written and verbal communication skills, with a professional telephone manner
• Strong attention to detail and the ability to manage competing deadlines
• Proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint/OneDrive)
• High level of discretion when handling confidential client and financial information

Desirable

• Certificate IV in Accounting and Bookkeeping or higher (e.g. Diploma of Accounting)
• Experience with Xero Practice Manager (XPM), Xero Tax, MYOB or QuickBooks
• Experience using the ATO Online Services for Agents portal
• Familiarity with modern awards and Fair Work requirements for payroll

Personal attributes

• Friendly, client-focused and approachable
• Organised, proactive and able to work independently as well as in a small team
• Willing to learn and take on increasing responsibility

Working arrangements and how to apply

• Hours: Monday to Friday, 38 hours per week, fully office-based
• Peak periods: some flexibility may be required around BAS and tax lodgement deadlines
• Pre-employment: National Police Check and reference checks; right to work in Australia

Only shortlisted applicants will be contacted.