Administration Assistant - Part Time - Melbourne

About Us:

Mackay Goodwin is one of Australia’s fastest growing advisory and insolvency firms, operating nationally across multiple offices. The firm is recognized for its structured, modern and high-performance approach to insolvency and restructuring.

Due to continued growth, we are seeking an experienced Office Administrator to join our Melbourne office. This role has been created to strengthen operational and compliance support and to absorb administrative responsibilities previously managed within executive operations.

Role Overview:

This is not a traditional reception role; it is a part-time position requiring three working days per week.

The Office Administrator is responsible for supporting the smooth day-to-day running of the Melbourne office while acting as the primary administrative liaison for ASIC, ATO and FEG matters. The role ensures regulatory correspondence is tracked, deadlines are monitored, and lodgments are escalated appropriately.

The position plays a critical role in protecting compliance standards and reducing non-chargeable administrative burden on directors and managers.

Key Responsibilities:

Office & Operational Support

• Identify, track, and follow up with potential referral partners and business contacts from networking events, including lenders, brokers, accountants, and solicitors/lawyers.

• Maintain contact lists, coordinate follow-up communications, and support relationship-building activities to generate referral opportunities and business growth.

• Manage minimal front-of-house responsibilities including visitors, mail and managing incoming call tracker.

• Support general office presentation and organisation

• Organise office events. - office fun activations, Tuesday coffees, monthly massages, birthdays, staff lunches, Christmas Party and Melbourne Cup.

• Occasional restaurant bookings for Melbourne Directors.

• Assist operations team during peak periods with overflow tasks as directed by Head of  People & Finance.

• Adhoc tasks such as ordering business cards, branded shirts etc

Regulatory Liaison – ASIC / ATO / FEG

• Act as the contact point for ASIC, ATO and FEG correspondence
• Monitor and triage incoming regulatory notices and portal communications
• Maintain a live Communications Register tracking all regulatory matters
• Allocate matters to responsible managers and track progress
• Issue reminders and escalate where deadlines are approaching

FEG Coordination

• Track FEG claim correspondence and submission timeframes
• Maintain a FEG status tracker to ensure claims are progressing
• Liaise professionally with FEG representatives on administrative matters
• Compliance & Register Maintenance
• Maintain communications and regulatory registers
• Assist with maintenance of internal risk and compliance registers
• Support administrative components of compliance reviews

Skills & Experience

• Previous experience in professional services (insolvency, accounting, legal or corporate administration preferred)
• Exposure to ASIC, ATO or FEG processes highly desirable
• Strong organizational skills and deadline management capability
• High attention to detail
• Confident written and verbal communication skills
• Experience working with practice management systems (IPS experience advantageous)
• Proficiency in Microsoft 365
• High attention to detail, with a focus on accuracy and compliance
• Ability to work collaboratively with senior leadership and cross-functional teams.