Administration Assistant/Bookkeeper

Fiducia Advisors is a Sydney accounting practice providing tax, compliance and advisory services to individuals and businesses. We are seeking an organised, detail-focused Administration Assistant / Bookkeeper to be the first point of contact for our clients and to support our accountants with bookkeeping, payroll and ATO compliance work.

This is a varied, hands-on role suited to someone who enjoys both client service and working with numbers, and who takes pride in accuracy and confidentiality.

Key responsibilities

Reception and office administration

• Answer and direct incoming telephone calls professionally, take accurate messages and respond to general client enquiries
• Greet clients and visitors and manage appointment bookings and meeting room calendars
• Manage the general office inbox, incoming and outgoing mail, couriers and scanning
• Maintain client files and records in the practice management system, including onboarding new clients (engagement letters, ID verification, ATO client linking/nominations)
• Order office supplies and coordinate with IT and other service providers as required

Correspondence and document production

• Prepare letters, emails, engagement letters and client reminders using practice templates
• Format, assemble and dispatch financial statements and tax returns for client review and signing, including electronic signature workflows
• Follow up outstanding client information, signed documents and payments

Accountant support

• Prepare client workpapers and gather source documents for year-end and tax return preparation
• Track lodgement due dates and help manage the practice workflow and job deadlines
• Assist with time recording, work-in-progress, invoicing and debtor follow-up
• Undertake ad hoc administrative and research tasks as directed by the accountants

Bookkeeping

• Process accounts, reconcile bank, credit card and loan accounts
• Maintain accurate ledgers in Xero (and other cloud software as used by clients)
• Prepare Business Activity Statements (BAS) and Instalment Activity Statements (IAS) for review by the accountant
• Assist with month-end and year-end processes, including accruals, journals and reconciliations

Payroll

• Process weekly, fortnightly or monthly payroll for nominated clients
• Report payroll through Single Touch Payroll (STP) and finalise employee information at year end
• Calculate and process PAYG withholding, superannuation guarantee contributions, leave entitlements and terminations in line with relevant awards
• Manage new starter documentation (TFN declarations, super choice forms) and payroll records

ATO liaison

• Contact the ATO by phone and through the Online Services for Agents portal on behalf of clients
• Retrieve ATO statements, notices and pre-fill reports, and monitor client lodgement and payment obligations
• Assist with payment arrangements, remission requests and responses to ATO correspondence under accountant supervision
• Maintain accurate records of all ATO contact and outcomes on client files

Skills, experience and qualifications

Essential

• At least 2 years' experience in bookkeeping, payroll or administration, ideally within an accounting practice
• Working knowledge of Xero, including bank reconciliations, payroll and BAS preparation
• Sound understanding of GST, PAYG withholding, superannuation guarantee and STP obligations
• Excellent written and verbal communication skills, with a professional telephone manner
• Strong attention to detail and the ability to manage competing deadlines
• Proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint/OneDrive)
• High level of discretion when handling confidential client and financial information

Desirable

• Certificate IV in Accounting and Bookkeeping or higher (e.g. Diploma of Accounting)
• Experience with Xero Practice Manager (XPM), Xero Tax, MYOB or QuickBooks
• Experience using the ATO Online Services for Agents portal
• Familiarity with modern awards and Fair Work requirements for payroll

Personal attributes

• Friendly, client-focused and approachable
• Organised, proactive and able to work independently as well as in a small team
• Willing to learn and take on increasing responsibility

Working arrangements and how to apply

• Hours: Monday to Friday, 38 hours per week, fully office-based
• Peak periods: some flexibility may be required around BAS and tax lodgement deadlines
• Pre-employment: National Police Check and reference checks; right to work in Australia

Only shortlisted applicants will be contacted.