Our Virtual Assistants are remote professionals who provide administrative support and assistance to clients from a remote location. They handle tasks such as managing emails, scheduling appointments, conducting research, data entry, social media management, and other administrative duties, offering efficient and flexible support to individuals and businesses.
Qualifications:
- Bachelor’s/College Degree in Business Administration, Management, Law, or other related discipline is a plus, but not required.
- At least 3 years of experience as Virtual Assistant with stakeholder management skills.
- Experience handling ATO and ASIC for an Australian company/firm
- Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
- Strong oral and written communication skills
- Detail-oriented, always able to provide accurate and high-level quality work.
- Ability to manage multiple priorities while remaining focused on quality and delivery.
- Good administrative and organizational ability.
- Ability to learn quickly and think ahead.
- High level of empathy and mindfulness
- Works collaboratively and as part of a team building genuine relationships.
- Provides systematic and dependable follow up, as well as a high level of organisation and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Accountability – always following up and staying ahead of the game.
- Ability to think strategically and execute quality output under tight deadline.
- Strong time-management skills and presentation skills
- Hard working and passionate about career and making a difference.
- Actively seeks to understand and deliver client needs, expectations and level of satisfaction.
- Able to maintain good relationships with clients and other stakeholders.
- Pro-actively seeks solutions for clients.
Responsibilities:
- Set up all clients correctly in all systems in accordance with the organisations administrative processes ensuring 100% accuracy.
- Ensure financials are compiled accurately and sent to clients within 1 working day of completion.
- Ensure that all ASIC changes for clients are completed within 1 working day of receiving task allocation.
- Ensure that all ATO support requests from Partners on behalf of clients are completed within 1 working day of receiving task allocation.
- Conduct effective call screening, directing, and message taking. Ensure a high degree of customer service is provided for all calls. All message details are taken accurately and ensure that they are followed up accordingly.
- All calls answered within 5 rings. All missed calls responded to before COB. Overnight voicemails check every morning.
- Managing incoming and outgoing mail in the firm’s central email account. Conducting the proper filing and distribution to the proper individuals both internally and externally.
- Managing incoming client ATO mail using an electronic mail system and conducting the proper filing and distribution of electronic mail to clients.
- General administration duties for your designated team, including collation of tax returns
- Setting up new clients in operating systems and the ATO portal
- Handle requests for information and data from clients and your team.
- Assist designated partner with all daily administration tasks as required
- Prepare all letters pertaining to administration including ethical letters and accountant letters
- Lodgment of tax returns via the operating system
- Undertake ATO support requests including but not limited to penalty remissions, lodgement extensions and other adhoc requests
- Corporate secretarial annual reviews – maintain a register, prepare annual review letters, send to Client and follow up signed documents and payment
- Undertake ASIC changes for clients via the relevant operating system
- Processing credit card payments
- Assist with writing administration processes
- Other ad-hoc activities as needed by your team
