About the Opportunity
Bring your professional or financial services administration experience to a family office role in Melbourne’s CBD. Reporting to the director of the family office, you will support client administration, onboarding and communications, while contributing to process improvement and the day-to-day work of the team.
About the Role
- Attend client meetings, prepare or coordinate meeting packs, and take accurate minutes and follow-up actions.
- Oversee client administration activities, including client invoices, meeting packs and general administrative tasks.
- Assist with accounts receivable, data entry and client account reconciliations, and review bookkeeping completed by other team members where required.
- Act as a central point of contact for family office communications, ensuring consistent information and templates and directing enquiries to the appropriate team member.
- Maintain accurate and current family office client registers.
- Coordinate onboarding of new family office clients from proposal, set-up and implementation through to roll-out.
- Manage day-to-day relationships with third-party and external providers, including utility providers, property agents, private bank managers and Praemium.
- Help build understanding of the family office offering and support the upskilling of team members and clients.
- Contribute actively to continuous improvement, process automation and team initiatives.
- Provide overflow and general support to the family office team as required.
- Report directly to the director of the family office.
- Work collaboratively with the family office team to meet internal and external stakeholder expectations.
- Support the executive and broader leadership team in relation to mutual clients.
- Build trusted relationships with external clients and stakeholders, and manage day-to-day contact with suppliers and providers.
- The role uses the following systems:
- Microsoft Office suite, including Outlook, Word, Excel and PowerPoint.
- Accounting and bookkeeping systems, including Xero, MYOB and QuickBooks.
- Praemium and other client, investment or provider platforms relevant to the family office.
About You
- Demonstrated experience in a similar client administration, client services or coordination role within professional services or financial services.
- Strong client service experience, including managing multiple stakeholders and competing priorities.
- Experience supporting client meetings, administration, invoicing, accounts receivable or bookkeeping activities.
- Experience coordinating third-party providers and maintaining accurate registers, records and templates.
- Exposure to project coordination, process improvement or workflow automation is desirable.
- Successful completion of Year 12 or an equivalent level of education.
- A bookkeeping or accounting qualification or degree is desirable but not essential.
- The ability to build credibility and consistently deliver a high-quality client experience.
- Clear communication skills and the ability to establish trust and rapport quickly.
- The ability to prioritise effectively, manage projects and follow through on commitments.
- Sound judgement and the ability to consider options and identify practical solutions.
- A collaborative approach to working across divisions, supporting colleagues and contributing to team outcomes.
- Initiative in identifying efficiencies and opportunities to automate processes.
- A willingness to accept responsibility, seek feedback and learn proactively.
- Attention to detail, discretion, confidentiality, adaptability, diplomacy, respect and a strong work ethic.
What’s on Offer
- An onsite administration role supporting the family office team in Melbourne’s CBD.
- Direct reporting to the director of the family office, with client contact and involvement in process improvement.
How to Apply
To apply or discuss this opportunity, email ebridges@rezonaterecruitment.com.
