[Hiring] Admin Assistant @Hunt St

Role Description

We are seeking a highly organised, proactive and detail-oriented Admin Assistant to support a busy professional services firm. This role plays a key part in client onboarding, workflow coordination, document management, and day-to-day administrative operations.

You will work closely with accountants and senior team members to:

• Track workflows
• Manage deadlines
• Prepare compliance documentation
• Support professional client communication

This role suits someone who thrives in a structured, fast-paced environment and takes pride in accuracy, organisation, and follow-through. Strong communication skills, attention to detail, and a proactive mindset are essential to help keep the team efficient, compliant, and client-focused.

Key Responsibilities

• Client Onboarding & Administration
  • Manage end-to-end client onboarding, ensuring all required documentation and information is collected, processed, and stored correctly.
  • Prepare and coordinate client engagement documentation, including engagement letters and onboarding forms.
  • Assist with renewals of engagement letters in line with regulatory or legislative changes.
  • Ensure client records are kept accurate, up to date, and compliant.
• Workflow & Job Management
  • Track jobs and workflows to ensure tasks are progressing according to deadlines and service level expectations.
  • Support accountants with job tracking, workflow coordination, and deadline management.
  • Monitor task progress, follow up outstanding actions, and proactively flag risks or delays.
  • Maintain workflow systems and ensure data accuracy across platforms.
  • Assist with the billing process, invoicing, and debtors.
• Compliance & Correspondence Support
  • Prepare and manage ATO correspondence, including drafting, organising, and tracking submissions and responses.
  • Assist with corporate compliance documentation and processes.
  • Support compliance workflows using relevant corporate compliance platforms.
• Document Management
  • Manage digital filing systems and ensure documents are accurately named, stored, and archived.
  • Maintain structured document workflows for easy retrieval and audit readiness.
  • Ensure compliance documentation is properly maintained and accessible.
• Email and Diary Management
• Client Communication
  • Handle professional client communication, including:
    • Following up on missing information
    • Confirming workflow progress
    • Cross-checking client responses and documentation
  • Maintain clear, polite, and professional written communication at all times.
• Administrative & Team Support
  • Provide general administrative support to accountants and senior team members.
  • Assist with improving internal workflows, systems, and administrative processes.
  • Proactively identify inefficiencies and suggest improvements.

Qualifications

• 3+ years experience in administration, accounting support, or professional services support roles.
• Exposure to an Australian accounting firm is highly desirable.
• Strong organisational and time management skills with exceptional attention to detail.
• Experience supporting accountants or financial services teams is highly desirable.
• Ability to manage multiple workflows and competing priorities effectively.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive mindset — anticipates needs and takes initiative.

Requirements

• XPM & Sharepoint are required.
• AccountKit, ATOMate, and Fusesign are on the wishlist (negotiable).
• NowInfinity – as long as they have used CAS360 or any other similar programs is fine.
• Strong experience using:
  • Xero
  • XPN
• Confident use of cloud-based document management systems.
• Comfortable working with workflow management platforms.
• Proficient in Google Workspace and/or Microsoft Office Suite.

Work Arrangement & Expectations

• This is a remote role that will be set up as an independent contractor engagement.
• To ensure alignment and transparency, successful candidates will be expected to:
  • Be available for meetings and collaboration during core [AEST or PHT] business hours.
  • Disclose any existing ongoing roles or client work.
  • Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).