Admin Manager (AU Tax Accounting)

• Reporting directly to the principal accountant.
• Responsible for the smooth operation of the entire administration team. 
• Ensure the production team receives all the support they need to prevent any production bottlenecks.
• Liaise with clients and stakeholders including the ATO. Ensure clients and stakeholders receive an exemplary service in all communications.
• Ensure the management team receives highly accurate and vetted information about the admin functions within the business
• Complete admin tasks that require the skill of a manager e.g., reviewing of PI Proposals, ASIC packs approval, simple email drafts approval, etc.
• Manage the admin team to KPIs and quality standards
• Train and onboard new admin staff
• Produce and maintain process documentation relating the admin team
• Provide leadership to the admin team – temp checks, coaching, moral boost, etc.
• Ensure the admin team understand and share the same goals as the company’s and other departments
• Ensure the admin team works in compliance with the policies and procedures in the business
• Ensure the admin team’s work ethics are aligned with the company’s mission, vision, culture and values.
• Be proactive rather than reactive, provide high level oversight and reporting
• Assist the admin team on any queries, admin tasks that requires decision-making, escalations, etc.
• Direct the Admin Team to ensure that all updates they make are tracked in Airtable Operations Base or any dashboard that are set up for tracking admin tasks
• Regular Client List Cleanup on all portals.
• Review all newly onboarded clients real-time, to see if all required information are completely saved in all portals.
• Review all client disengagements real-time, to see if all Float information are removed from ex-client files and portals.
• Monitor and produce reports in the admin space such as but not limited to:
  • Onboarding Reports (weekly)
  • ITR Reports (weekly)
  • Client Management Reports (WorkCover, ASIC Updates, BAS preparations, etc.)
  • Other Admin Tasks (Lodgment Reports, Deferral Reports, NOAs, etc.)
• Manage client follow ups (email, outbound calls and SMS), ensuring all ways are utilized and automated reminders are working and clients receive them
• Manage Practice Mail correspondence and do Outbound Calls to the ATO by request from the Accounting Operations Team or as required
• Project and Task Management
  • Strategically delegate tasks to the admin team aligned with the due dates and level of priority, ensuring all issues are attended to and deadlines are met.
  • Ensure that the tasks assigned by other departments are within the admin team’s scope and responsibilities.
• Produce Admin Reporting Fortnightly and Present to the board.
• Admin KPI Metrics
• Timesheet Reports
• Update and assist in any Accounting Operations dashboards that are tied to admin related reports such as Jobs Manager (which is tied to deferral reports and lodgment reports), ATO Debt Tracker, etc.
• Regularly check and maintain admin processes, video tutorials, templates, checklists, etc., to ensure all are up to date.
  • Produce Updated Training Matrix whenever there is a new admin staff
  • Facilitate training and onboarding of newly hired admin staff       
• Escalate any issues and concerns that could not be resolved within the admin team – such as client complaints, admin staff concerns, etc.
• Facilitate PDRs (Performance Reviews) for the Admin Team

- Bachelors Degree related to Accountancy 
- AU Tax Accounting experience - required
- Experience in Administration in AU Accounting firm
- Experience with Xero and other applications in AU
- Extensive knowledge in ATO, BAS, and GST terminologies - required
- Managerial experience atleast 5 years and up 
- Proficient in MS Excel
- Excellent communication Skills
- Other skills like creating Dashboard and PowerBI is an advantage