Admin & Reception Assistant - Accounting & Wealth

We are a growing advisory and accounting group based in Chatswood - Everglow.au, looking for a proactive Administration & Reception Assistant to support our accountants and advisers across companies, trusts and SMSFs.

You will manage client onboarding, workflow and corporate compliance, as well as reception and meeting coordination, using modern cloud and AI-based systems.

Key responsibilities

• Manage and update client records and jobs in Xero Practice Manager (XPM), including workflow tracking and job status.

• Set up new companies, trusts and SMSFs, including collation of client data and documentation.

• Prepare and lodge ASIC forms using NowInfinity (company incorporations, changes to officeholders, share structures, annual reviews, etc.).

• Monitor ASIC deadlines and ensure all corporate records remain compliant and up to date.

• Maintain accurate digital filing and checklists for entities and structures.

Reception & AI call management

• Monitor AI-handled phone calls, maintain a call register and ensure timely follow?up with clients.

• Make outbound follow?up calls and emails based on the call register, messages and task lists.

• Welcome clients to the office, manage waiting area and provide a professional first impression.

Office & meeting coordination

• Manage and book meeting rooms, organise client and internal meetings and ensure rooms are prepared.

• Arrange printing, scanning and collation of documents, packs and presentations.

• Prepare and send invoices to clients and assist with basic billing queries.

• Provide general office administration support to the team as needed.

About you

• Experience in an accounting, corporate services or professional services environment in an admin/reception role.

• Confident using practice management software (XPM or equivalent) and cloud document systems.

• Familiar with ASIC processes, company/trust setup and corporate compliance, or keen and able to learn quickly.

• Comfortable working with AI-assisted phone systems and translating call records into clear follow?up actions.

• Strong attention to detail, excellent organisation and follow-through.

• Clear written and verbal communication; professional and friendly client manner.

Salary and benefits

• Full-time role based in Chatswood.

• Salary range: $65,000 – $85,000 plus super, depending on experience and capability.

• Opportunity to grow into a practice operations / workflow specialist role as the business expands and our AI systems evolve.

If this sounds like you, please submit your CV and a brief cover letter outlining your experience with XPM, NowInfinity, ASIC/company/trust administration and reception/front-desk duties.