Admin & Debtor Assistant

Work Arrangement: Full Remote
Work Schedule: Australian Business Hours (AU Business Hours)

Work Tools: Provided by the Company

Job Description

Position Objectives

Provide comprehensive debt collection and administrative support to Australian accounting clients, ensuring timely follow-ups on outstanding accounts, accurate financial records, and efficient management of administrative tasks.

The role will primarily focus on outsourced debtor management, including communicating with clients regarding overdue payments, negotiating payment arrangements within approved limits, and monitoring collections. It will also provide general administrative support to the accounting team, including managing ATO and ASIC correspondence, maintaining client records, preparing invoices, and assisting with month-end activities.

The ideal candidate is organised, detail-oriented, persistent yet professional, and confident communicating with Australian clients through phone and email.

Key Responsibilities and Duties

Debt Collection and Debtor Management

• Review aged debtor reports daily and prioritise overdue accounts based on their age and outstanding value.
• Make outbound calls and send payment reminders via email, SMS, and letters in accordance with established client schedules.
• Negotiate and document payment arrangements within approved limits, ensuring timely follow-ups on missed instalments.
• Allocate incoming payments and reconcile customer accounts accurately.
• Investigate and resolve billing disputes and payment queries, escalating complex matters when necessary.
• Prepare accounts for escalation to collection agencies or legal action, as directed.
• Prepare weekly reports outlining collection progress, payment arrangements, and accounts at risk.

General Administration and Client Support

• Review incoming Australian Taxation Office (ATO) and Australian Securities and Investments Commission (ASIC) correspondence, including notices of assessment, activity statements, debt notices, annual statements, and late fee notices.
• Log and route ATO and ASIC correspondence to the appropriate accountant for review and action.
• Forward relevant correspondence to clients with clear covering emails and monitor associated deadlines and client responses.
• Monitor ASIC annual review dates and follow up with clients regarding review fees and outstanding requirements.
• Monitor and respond to the shared administrative inbox in a timely and professional manner.
• Provide general administrative assistance to accountants and partners as required.

Invoicing and Financial Administration

• Prepare and issue client invoices and account statements.
• Maintain accurate client records and contact information across Xero Tax and Salesforce.
• Support month-end activities, including statement runs and debtor reconciliations.
• Perform data entry, scanning, filing, and document management to ensure records are organised and up to date.
• Ensure accurate and timely processing of administrative and financial documentation.

General

• Communicate professionally with Australian clients through phone and email regarding outstanding accounts, payment arrangements, and administrative matters.
• Maintain confidentiality of client financial information and business records.
• Follow established client procedures, collection schedules, and applicable privacy requirements.
• Provide ad hoc administrative support to accountants and partners as required.

Skills and Knowledge Required

Essential

• At least one (1) year of experience working in an Australian accounting firm or accounting practice.
• Experience handling ATO and ASIC correspondence within an Australian accounting environment.
• Excellent spoken and written English, with a confident and professional telephone manner.
• Experience using accounting software, particularly Xero.
• Strong working knowledge of Microsoft Excel or Google Sheets, including filters, sorting, and basic formulas.
• High attention to detail and strong data entry accuracy.
• Ability to remain calm, professional, and firm when handling difficult conversations, particularly regarding overdue payments.
• Strong organisational, time management, and follow-up skills.
• Reliable internet connection and a quiet, suitable workspace for handling client calls.

Desirable

• Previous experience in debt collection or accounts receivable management for Australian clients.
• Familiarity with Australian debt collection practices and privacy obligations.