Role and Responsibilities
ANSWER PHONE CALLS
• answer and address incoming phone calls in a timely and polite manner
• clearly determine the purpose of the call
• deal with queries and provide correct information
• forward calls to appropriate person
• take and deliver messages accurately and completely
MANAGE ELECTRONIC MAIL/COMMUNICATION
• sort and distribute incoming email
• maintain mail register
FINANCIAL
• monitor and record petty cash payments
• basic bookkeeping duties
• maintain bookkeeping transactions & reconciliations for the business (via Xero)
• Invoice clients
• Manage accounts receivable including reconciliations, sending statement and following up overdue invoices
CLERICAL
• file documents accurately
• monitor and maintain equipment and report any malfunctions
• monitor, control and order office supplies
• provide general administrative and clerical support
ORGANISE MEETINGS
• book meetings via staff calendars
• inform participants
• organize catering for meeting (if required)
SECRETARIAL SUPPORT
• prepare correspondence and documents
• update databases
• organize mailings
• prepare and maintain spreadsheets
• schedule and follow up on appointments
• maintain appointment diary
ENGAGE & COMMUNICATE EFFECTIVELY & ACCURATELY WITH KEY STAKEHOLDRS
• Australian Taxation Office
• ASIC (for company corporate secretarial)
• Clients
• Other Infuse Team members
SUPPORT PROFESSIONAL STAFF IN CLIENT MATTERS
• Set up working papers for individual jobs/clients
• Set up all relevant tax documents
• Liaise with clients for information requests
• Prepare/provide relevant business reports to the manager as required
MANAGE PRACTICE DATA BASES
• Manage all practice data bases
• Manage all client onboarding and off boarding
• Manage all job management through Xero XPM
OTHER DUTIES AS DIRECTED
Qualifications and Education Requirements
• Cert 3 in Business Administration preferred
• knowledge of administrative and clerical procedures
• knowledge of computers and relevant software application
• knowledge of customer service principles and practices
• keyboard skills
• ability to work a VOIP phone
• experience in administrative support in an accounting practice or other professional business
PERSONAL PRESENTATION
• maintain a neat and well-groomed professional appearance
• respond professionally to visitors and callers
COMPANY REPRESENTATION
• maintain confidentiality and show discretion
• adhere to company policies and procedures
• represent organization in an ethical and professional manner
• maintain a complete knowledge of organizational structure, personnel names and titles
• remain calm under pressure
COMMUNICATION SKILLS
• write well using correct grammar and spelling
• communicate verbally with confidence and clarity
• ask effective questions
• listen actively and respond with empathy
• follow instructions properly
• understand and respond to non-verbal signals
CUSTOMER SERVICE ORIENTATION
• clarify customer needs
• provide solutions and support to the customer using in-depth knowledge of company products and services
• deal effectively with difficult customers
COMPUTER SKILLS
• Microsoft Office 365 apps including MS Word, Outlook, Excel, Teams
• Accounting package – Xero preferred
• Other programs apps including but not limited to Suitefiles, Practice Protect, ATO Mate, Zoom, Now Infinity, Light Year Docs
• Internet/Intranet
• accurate and fast typing skills
WORK MANAGEMENT
• set priorities, plan and organize tasks
• schedule activities accurately
• find and use resources effectively
• pay attention to detail
• complete tasks on time
INFORMATION MANAGEMENT
• locate and collect information
• organize information
DISTRIBUTE INFORMATION EFFICIENTLY
• verbal and written communication skills
• professional personal presentation
• customer service orientation
• information management
• organizing and planning
• attention to detail
• initiative
• reliability
• stress tolerance
Top Skills
What We Do
Outsource Solutions For Business hammerjack is an Australian & Philippine owned and operated offshore outsourcing services provider. Headquartered in Sydney with multiple operating offices in Makati, Manila, and Pampanga, Philippines. We specialise in providing dedicated, high performing teams and outsourced services to the global small and midsize business market. Our solutions deliver quality and consistent outcomes and are helping businesses to focus on their core competencies, reduce operating costs and deliver more value to their customers. hammerjack has been a major player in developing the new Knowledge Process Outsourcing (KPO) industry in the Philippines servicing the Australian, U.S.A and U.K markets. Over the last 7 years we have sourced trained and developed top talent focussed on the Finance, Accounting, Bookkeeping, IT and Virtual Assistant services space. Our knowledge and experience in implementing the latest technologies and systems to support the best people has led to continued success for our clients and their remote teams, all while placing information and cyber security at the forefront. Our operating model was born in the enterprise services space and has been specifically developed to cater for the small, midsize market. This experience and collaborative customer approach set business up for success, no matter where they are on their journey. We offer an enterprise level approach to continuous improvement, high performance & quality, and world class customer experience. Our ability to deliver this level of service across multiple lines of business and industry verticals is a product of our investment in people, technology and the governance that sits behind it all.
