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Administration Specialist

The role is critical to ensuring the delivery of exceptional standards of customer service. This role provides an excellent opportunity to take responsibility and initiative for the Practice. This role allows you to have full front of office responsibility whilst working closely with a friendly and dynamic team.

position details

The main objectives to this role will be to ensure the delivery of exceptional standards of customer service to clients, principally via the key channels of phone, email and face to face interactions at the MJA Business Solutions office. This will is responsible for professional general business administration support; reception duties, mail, banking, meetings bookings and is pivotal in providing Customer Service and Administrative support to the existing Administration staff, Accounting Staff, Practice Manager and Proprietor.

Our business runs as a paper free office and this role will be required to look for areas where we can continue to improve business efficiency or add value to external service standards.

Previous customer service experience

Excellent time management skills and ability to self-manage and prioritise tasks

Demonstrated high level planning and organisational skills – of self and others

Proficient with Office 365, Microsoft Office Suite (Word, Excel, Outlook, Teams) – for email management, calendar scheduling, data entry and other tasks

Exceptional phone manner and excellent verbal and written communication skills

Ability to work independently and as part of a team

High level of day-to-day data entry

Keen attention to detail and ability to keep records and files organized

Ability to learn quickly and solve problems

Show continual improvement and initiative

Some accounting, financial planning and basic business knowledge.
Experience with XPM (Xero Practice Manager)
Experience with Now Infinity
Experience with entity set ups, GST and ABN registrations etc
Knowledge of Business Activity Statements, Instalment Activity Statements and other ATO lodgement obligations

Main general duties include;

Answering phones, greeting clients, general administration tasks and general reception duties. Making appointments in staff Outlook calendars. Managing multiple meeting rooms and appointments for staff.

Keeping reception and meeting rooms clean and tidy properly prepared for incoming meetings.

New clients – processing of new client information, database, letters, correspondence.

Mail – opening incoming mail, sorting, scanning, distributing and actioning. Preparing and sending outgoing mail, updating client files. Trips to Post Office.

Banking – preparation of cheques and deposit book for bank. Trips to bank. Accepting client payments using EFTpos machine. Handling cash payments in office. Managing and balancing petty cash.

Binding completed tax returns – follow procedures and instructions from accountants. Completing client letters and contacting clients regarding completed work.

Reports – generating weekly reports for tax forms that have yet to be signed, chasing up clients to return their lodgement forms.

Engagement letters – chasing up clients who haven’t returned their engagement letters, drawing up new engagement letters as needed.

Stationary and Kitchen ordering and maintenance – tracking of requirements of entire office for stationary and kitchen supplies. Tidying kitchen when required.

Liaising with ATO and other third parties on behalf of accountants and clients.

Attendance and participation in staff meetings.


These skills and abilities describe how we are expected to work together to deliver outcomes, contribute to the success of the business and achieve the highest standards of excellence.

Please email your resume and cover letter through to (pdf format)

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