Responsibilities

You will be required to assist in all aspects of administrative and bookkeeping support, which may at times extend beyond the duties listed below.

Managing day-to-day administrative and bookkeeping support, including client follow-ups, inbound and outbound calls, data entry, record keeping, basic bookkeeping tasks, and other ad-hoc duties as required. You will be responsible for ensuring administrative tasks are completed accurately, client enquiries are handled professionally, and follow-ups are completed within required timeframes.

This will require you to work closely with clients, management, and other team members to maintain accurate records, manage client follow-ups, and provide administrative and bookkeeping support to the business.

Other responsibilities include but are not limited to:

• Provide general administrative and bookkeeping support to the team.

• Handle inbound and outbound calls with clients and other stakeholders.

• Conduct follow-up calls with clients regarding outstanding information or other matters.

• Manage and update client information, activities, tasks, and follow-ups in HubSpot.

• Maintain accurate client and business records in HubSpot and other relevant systems.

• Respond to routine client enquiries and escalate matters where required.

• Perform data entry and maintain accurate records and documentation.

• Assist with accounts payable and accounts receivable tasks.

• Prepare invoices, receipts, and other basic financial documentation.

• Assist with bank and account reconciliations as required.

• Maintain and organise electronic files and documentation.

• Monitor outstanding tasks, follow-ups, and client requests.

• Assist with general bookkeeping and financial administration as required.

• Support management with ad-hoc administrative tasks and projects.

• Maintain confidentiality when handling client and financial information.

• Proactively follow up outstanding client matters and ensure actions are completed within required timeframes.

• Perform other duties as reasonably required to support the business.

Requirements

• Minimum 2 years' experience in administration, bookkeeping, customer service, or a similar support role.

• Previous experience using HubSpot is required.

• Experience handling inbound and outbound client calls is required.

• Experience conducting client follow-ups and managing outstanding requests.

• Basic bookkeeping and accounting knowledge.

• Experience with Xero or other accounting software is highly regarded.

• Strong data entry and record-keeping skills.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills.

• Confident and professional telephone manner.

• Strong organisational and time management skills.

• Ability to manage multiple tasks and meet deadlines.

• Ability to work independently and proactively manage follow-ups.

• Strong customer service and stakeholder management skills.

• Proficiency in Microsoft Office, Google Workspace, HubSpot, and other cloud-based systems.