Summary
Type
part-time
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About this role
The purpose of Ray White Accounting Solutions (RWAS) is to support Ray White business owners to better understand their financial position and drive stronger, more profitable businesses. As a registered BAS Agent we provide specialist accounting, trust accounting and software solutions tailored specifically to real estate agencies.
The Practice Administrator role, which is fundamental to the successful day to day operations of the business, works closely with senior management and provides administrative support to both clients and staff of RWAS.
Duties and Responsibilities
Client Engagements & Onboarding
Managing client engagements and onboarding from end to end, including:
- Preparing and managing service agreements and ATO authorities, including the electronic signing process via DocuSign
- Liaising with clients and accounting teams regarding onboarding queries and requirements
- Setting up all relevant work items in Karbon in line with service deliverables
- Coordinating team access to systems (e.g. Xero, Xero Tax, Hubdoc)
- Managing client offboarding processes
Practice Administration & Billing
- Managing practice billing and reconciling debtors in Xero
- Following up rejected direct debit payments
- Reconciling software subscription invoices to client fees
- Managing upgrades and ownership transfers of Xero subscriptions
- Preparing and providing monthly internal reporting on time vs actual billing across the accounting teams
Workflow & Systems Management
Supporting efficient practice operations through:
- Managing and maintaining Karbon (workflow management software) across the team
- Managing and maintaining the RWAS Monday.com environment including boards used for billing, client details, service deliverables and other operational tracking
- Coordinating user access and permissions across systems
- Liaising with Finance and IT teams regarding systems, billing and access requirements
Client & Team Support
Responsibility for:
- Client enquiries relating to administrative and account matters
- Client engagement surveys and follow-up where required
- Staff onboarding and offboarding process
- Completing IT orders and coordinating the allocation and reassignment of IT assets
General & Executive Support
Providing broader administrative and operational support including:
- Assisting senior management with the coordination and administration of KPI and OKR programs, run on a trimester basis
- Booking travel for staff
- Supporting meetings, training, internal communications and general clerical duties
- Providing ad-hoc administrative support to senior management as required
Qualifications, Skills, Knowledge and Experience
- Prior administrative experience within an accounting firm
- Experience supporting multiple stakeholders in a fast-paced practice environment
- Experience with the following systems:
- Karbon
- Xero
- Google Suite
- Monday.com
- Spreadsheeting experience, with the ability to maintain and work with structured data
- Strong and broad administrative skill set, with a high level of organisation
- Excellent attention to detail and accuracy
- Ability to manage multiple priorities and deliver high-quality service to team and clients
- Comfortable working independently, with accountability for outcomes and time management
- Strong relationship building skills with the ability to liaise with clients, internal team members and other Ray White divisions
- An ability to adapt to an evolving role with enthusiasm
Other facts
About Ray White
Ray White is a market-leading real estate agency group and property investment business, operating throughout Australia, New Zealand, Indonesia and Hong Kong. We are a fourth-generation family-owned and led business, founded in 1902 in Crows Nest, Queensland. Our original office - the Shed - in Crows Nest still stands today.
There are over 12,000 members of the Ray White family. Our members span all areas of real estate agency activities, including residential, commercial and rural property sales and management. Our specialist businesses focus on specific market sectors such as valuations, marine, and insurance. We are a partner in HTL Property, delivering specialised integrated services for the hotel industry and its investors throughout Australia. RW Capital invests on behalf of the White Family, and institutional and private investors, into private credit, real estate private equity and private equity.
We seek to provide all of our members with a family experience that supports leadership, embraces curiosity, and is a springboard for them to reach heights that they might not have thought achievable.
We recorded our strongest year of growth and transaction activity in the financial year ending 30 June 2024. Our market share of residential property sales in Australia and New Zealand is at a record high of 14.4%, more than twice the second-largest group.
What you'll do
- The Practice Administrator is responsible for managing client engagements and onboarding, overseeing practice administration and billing processes, and supporting efficient practice operations. This role also involves providing client and team support, as well as general administrative assistance to senior management.
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