Administration Assistant

Onefocus is an integrated insurance broking, private wealth and accounting & advisory firm supporting small to medium sized businesses, business owners and their families.

We are seeking an organised, proactive and service focused Administration Assistant to support the smooth day-to-day operation of our office and provide administrative support across the business.

This is a varied role suited to someone who enjoys working with people, systems and competing priorities, and takes pride in keeping things organised and running efficiently.

Why join onefocus?

• Join a collaborative professional services firm with a broad range of expertise
• Work in a varied role with exposure to administration, finance, systems and process improvement
• Contribute to a positive and professional workplace
• Use modern accounting, workflow and AI-enabled tools
• Additional 4 wellbeing days each year on top of annual leave
• Be part of a business focused on delivering practical, personalised outcomes for clients

About the role

Reporting to the General Manager of Operations, you will help maintain a professional and productive office environment while supporting staff across our insurance broking, private wealth and accounting & advisory teams.

Your responsibilities will include:

• Welcoming clients and visitors
• Managing incoming calls, mail and general correspondence
• Coordinating office supplies, maintenance, contractors and building requirements
• Identifying opportunities to improve processes through technology and AI tools and platforms
• Supporting staff onboarding and offboarding
• Maintaining office equipment, asset registers and access cards
• Coordinating staff and client events, catering and business travel
• Assisting with reports, proposals, presentations, correspondence and other documents
• Processing and paying supplier invoices and maintaining accounts payable
• Reconciling credit card and bank transactions and maintaining supporting records
• Recording and reconciling accounts receivable and assisting with debtor follow-up
• Providing general administrative support across the business

About you

You will be organised, approachable and confident managing a variety of administrative tasks. You will have:

• Previous experience in administration, office coordination or a similar role within professional services
• Strong attention to detail and excellent organisational skills
• Clear and professional written and verbal communication skills
• The ability to manage competing priorities and work independently
• A helpful, practical and service focused approach
• Advanced Microsoft Office skills, particularly Word, Excel, Outlook and PowerPoint
• Experience with Xero or similar accounting software including Hubdoc will also be well regarded
• Experience or a strong interest in using AI tools to improve productivity and workflow efficiency
• Basic knowledge of accounting principles helpful

This is a full-time office based role in the Melbourne CBD.