Practice Administrator

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.

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

• 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