Practise Administrator

A leading professional services firm in Melbourne is seeking a dedicated Practice Administrator to join their supportive and collaborative team.You will be instrumental in ensuring smooth office operations, managing client documentation, and supporting both clients and colleagues with your dependable organisational skills.

If you are looking for a role that combines responsibility, interpersonal connection, and the chance to develop your expertise within a respected organisation, this is the perfect opportunity for you.

What you'll do:

Your day-to-day activities will involve managing multiple digital platforms such as Nimbus, FYIdocs, Fusesign, MPM, SmartDocs, and Engage GPS. You will be responsible for facilitating client interactions through portal management, document approvals, database updates, invoicing processes, debtor management, and compliance tasks.

Your ability to handle sensitive documentation efficiently while maintaining high standards of accuracy will be key to your success.

This position is ideal for someone who enjoys connecting with people—both clients and colleagues—and who takes pride in being a reliable source of support within a communal workplace.

• Manage the client portal in Nimbus by uploading and downloading documents, assisting clients with portal use, and preparing for the transition to FYIdocs.
• Oversee Fusesign client approvals by following up on document approvals within required timeframes to ensure compliance and efficiency.
• Prepare annual trust distribution minutes with attention to detail and accuracy, supporting the accounting team’s requirements.
• Handle daily ATO lodgements and reporting tasks while liaising with the ATO as needed, managing related documentation through SmartDocs for seamless processing.
• Maintain and update the client database in MPM by setting up new clients, processing changes to client details, and ensuring data integrity.
• Review and manage work in progress (WIP), assist with invoice preparation, process write-offs, and contribute to accurate financial reporting.
• Manage debtors by receipting payments, preparing debtor reports, and supporting effective cash flow management within the practice.
• Provide administrative support to the superannuation division by ensuring compliance with documentation standards and meeting deadlines consistently.
• Collaborate closely with another Practice Administrator to foster smooth day-to-day office operations through shared responsibilities and open communication.
• Oversee document filing and storage using Nimbus (and soon FYIdocs), ensuring efficient handling of client tax documentation via SmartDocs.
• Process client AML verification checks and engagement letters through Engage GPS to maintain regulatory compliance.

What you bring:

• Strong organisational skills to help enable you to manage multiple tasks simultaneously while maintaining accuracy across all responsibilities.
• Excellent time management abilities which will allow you to meet deadlines consistently even when handling complex workflows or urgent requests.
• Experience using MPM, Nimbus, Fusesign, FYIdocs, Engage GPS, SmartDocs or similar systems to ensure you can quickly adapt to the firm’s technology stack.
• Clear communication skills to help you interact effectively with clients and colleagues alike while explaining processes or resolving queries politely.
• Attention to detail which should help ensure that all documentation is processed accurately whether preparing trust distribution minutes or updating databases.
• Initiative to enable you to identify areas for improvement within office operations or suggest enhancements during system transitions such as moving from Nimbus to FYIdocs.
• A collaborative mindset to help drive working harmoniously alongside another Practice Administrator as well as other teams within the firm.
• Previous experience providing administrative support within an accounting or professional services firm will be highly regarded.

Joining this practise means becoming part of a community that prioritises growth kindness loyalty—and above all else genuine connection between people striving together towards shared goals.

Feel free to reach out for a further, confidential discussion.

Lucas.aparo@robertwalters.com.au

0422547506

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Lucas Aparo on 03 8628 2118 for a confidential discussion.