Overview
Client Services Administrator Jobs in Southbank, Victoria, Australia at Blake Oliver Legal
Title: Client Services Administrator
Company: Blake Oliver Legal
Location: Southbank, Victoria, Australia
Our Client
Our client is a well regarded firm based in Southbank incorporating a fully integrated SMSF business and tax advisory law firm.
Position Purpose
The Client Services Administrator plays a critical role in ensuring timely, accurate and professional delivery of information from our accounting and advisory team to our clients. This role acts as the final quality and coordination point between internal professional staff and external clients, supporting a seamless, high-quality client experience.
Key Responsibilities:
Client Communication & Document Distribution
• Prepare, coordinate and distribute client deliverables including financial statements, tax returns, advisory reports and correspondence
• Manage outbound client communications via email, client portals, physical mail and other approved company applications
• Ensure all client-facing documents are accurate, complete and professionally presented prior to release
• Monitor and follow up outstanding client approvals, signatures and acknowledgements
Workflow & Practice Support
• Liaise closely with Partners, Managers and professional staff to coordinate workflow timing and client deliverables
• Track job completion stages within the practice management system
• Assist with scheduling and prioritisation of client communications to meet deadlines
• Update internal systems with correspondence, approvals and document status
• Prepare spreadsheet for weekly team meeting. Take notes in this meeting.
• Setup all jobs in XPM
• Schedule all client meetings for the team as requested.
• Schedule and update all internal meetings for the team.
• Assist with offboarding of clients in a timely manner.
• Profiling all client documents
• Apply for lodgement extensions with the ATO where needed.
• Manage ATO calls, payment plans and interest and penalty remissions
• Track reports from ATO regarding outstanding lodgements and communicate this with partners and managers weekly.
• Lodgement of all ATO returns
Compliance & Quality Control
• Ensure documents are issued in accordance with ATO requirements, privacy obligations and internal quality standards
• Maintain version control and document accuracy
• Apply consistent branding, formatting and tone across all client communications
Administration & General Support
• Maintain accurate client records within practice management and document management systems
• Assist with onboarding new clients including engagement letters and document packs
• Support billing and job closure processes as required
• Provide general administrative support during peak periods
