Part- Time Practice Administrator | AU Experience

Role Overview

The Practice Administrator is responsible for supporting the day-to-day administrative and operational functions of the practice. The role ensures efficient workflow management, accurate billing processes, timely client onboarding, and compliance with internal procedures and quality standards.

The successful candidate will work closely with the Practice Principal and internal stakeholders to maintain operational efficiency within a high-volume administrative environment. 

Duties and Responsibilities:

Billing & Debtor Management

• Prepare and issue invoices in a timely manner
• Monitor debtor reports and follow up outstanding accounts
• Maintain billing accuracy and support revenue collection processes

Client Contracts & Authorisations

• Manage client contracts, engagement letters, and pricing updates
• Ensure client authorisations are completed prior to lodgement deadlines
• Maintain accurate client records and documentation

Client Onboarding & Workflow Coordination

• Coordinate new client onboarding processes
• Set up and maintain client information within internal systems
• Monitor workflow progress and ensure completion within agreed turnaround times

System & Administrative Support

• Configure and maintain practice management systems
• Monitor and manage shared communications inboxes
• Maintain electronic document filing and archiving systems
• Support continuous improvement of administrative processes

Compliance & Quality Assurance

• Ensure all administrative activities comply with internal policies and procedures
• Conduct regular checks on documentation accuracy and completeness
• Assist in maintaining quality assurance records and operational controls

Qualifications

• Minimum 2–3 years of experience in administration, office support, or practice coordination
• Strong organisational and time management skills
• Experience handling invoicing, billing, or debtor management
• Excellent written and verbal English communication skills
• High attention to detail and accuracy
• Ability to manage multiple tasks in a fast-paced environment
• Proficient in Microsoft Office Suite and cloud-based systems.
• Experience using Xero and/or Xero Practice Manager (XPM).
• Experience supporting accounting or professional services firms
• Exposure to Australian business administration processes
• Experience using practice management and workflow tools such as FYI Docs, MYOB AE, Karbon, or similar platforms
• Experience working in high-volume administrative environment
• Understanding of workflow management and compliance procedures