Ria Molde

Office Management

• Oversee day to day practice operations.
• Manage internal IT with support of external IT providers.
• Conduct regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
• Streamlined office operations by implementing efficient filing systems and organisational strategies.
• Supported management in accomplishing their goals through diligent administrative assistance.
• Contributed to workplace safety by ensuring compliance with established emergency protocols.
• Oversee facility maintenance requests, coordinating with business management to address repairs or improvements efficiently.
• Oversee office meeting rooms to ensure cleanliness for customers and staff.

Accounts Receivable

• Preparing customer invoices based on accounting procedures, including foreign currencies and exchange.
• Researching and investigating discrepancies to invoices and determining the accuracy of changes.
• Provided exceptional customer service when addressing client inquiries or concerns via phone or email correspondence.
• Handled sensitive information with discretion, maintaining confidentiality of customer records.
• Daily bank reconciliations.
• Managing the accounts receivable ledger and files.
• Processing and submitting reports to management on accounts receivable operations.

Accounts Payable

• Process bank transactions including daily bank reconciliations for AUD and USD bank accounts.
• Processing approved supplier invoices and employee expenses, adhering to the company's financial delegations policy.
• Identifying and resolving any discrepancies with invoices.
• Weekly payment process of legitimate and accurate supplier invoices as per payment terms.
• Reconcile creditors control ledge to supplier statements.

Accounting Support

• Assist with end of month financials, profit and loss, balance sheet, and cash flow.
• Assist with year end financial statements for presentation to external accountants and auditors.
• Assist with monitoring budget performance, trends, and report on adverse or unusual variances.
• Assist with managing the company's capital assets ensuring all assets are appropriately recorded.
• Preparation and lodgement of monthly BAS.
• Assist with the development of policies, standards, and guidelines in respect to accounting procedures, concepts and methodologies as required for a public listed company.

Payroll

• Managing and processing end to end fortnightly payroll process for 100+ employees.
• Processing pay and leave adjustments, and providing accurate, timely and efficient payroll services.
• Calculation and processing complex redundancy calculations.
• Managing employee pay queries and identifying and resolving payroll errors while implementing corrective action plan and providing advice on superannuation and tax legislation.
• Lodgement of statutory payroll obligations in line with legislative requirements.
• Reconciliation of related payroll accounts for month and year end.

Human Resources

• Provide accurate and timely employment relations advice to staff on queries relating to their employment, industrial instrument/award.
• Provide recruitment support to all areas of the business including coordinating and participating in interviews and development of employment contracts.
• Developed the recruitment and selection framework including standard forms, checklists, letters to standardise business approach and to ensure continuity throughout the process.
• Onboarding and induction of staff to ensure new staff feel welcome, and that they have the guidance, training and support required.
• Implemented comprehensive onboarding and training program for new hires, improving integration into team and productivity.
• Assist and support technical managers with professional development programs, identifying any knowledge or training gaps.
• Coordinate and organise annual remuneration reviews including identifying industry trends and benchmarking.
• Providing training and communicating any legislative amendments to staff.
• Initiated annual culture survey to determine level of employee engagement to develop growth opportunities for the business.
• Participation in a leadership working group to develop business mission, vision and values.
• Developed and managed a culture strategy which links to business values and outlines initiatives and action plan to drive culture.
• Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.

Office Management

• Answering and directing incoming calls to appropriate staff members.
• Provided exceptional customer service when addressing client inquiries or concerns.
• Ensuring reception area and meeting rooms were exceptionally maintained.
• Delivered a high level of customer service and built rapport with clients.
• Managing incoming and outgoing mail.
• Maintaining office stationery and kitchen consumables.

Accounts Receivable

• Review, process, and action customer credit applications.
• Validating, processing, and fulfilling global customer orders.
• Preparation of customer sales orders and invoices.
• Receipting and reconciling customer payments.
• Initiate weekly accounts receivable collections to ensure customer payments are received within payment terms.
• Assistance with meeting production deadlines by regularly monitoring open orders and conveying information to the manufacturing team to ensure promised distribution dates are achieved.
• Constant and frequent communications with the customer informing them the status of their order.

Accounts Payable

• Prepare and process formal purchase orders associated with authorised purchase requisitions.
• Receiving goods and processing supplier invoices into accounting system.
• Identifying and resolving discrepancies with the invoice.
• Process payment of legitimate and accurate supplier invoices as per payment terms.

Accounting Support

• Monthly review of profit and loss and balance sheet ensuring appropriate accounting treatment and coding.
• Maintaining monthly depreciation, accruals, and prepayment schedules and entering appropriate journal entries.
• Monthly preparation of AUD and USD bank, credit card, and petty cash reconciliations.
• Processing weekly revenue and sales reports.
• Preparation of weekly cash flow forecast.
• Preparation and lodgement of monthly BAS and other statutory returns.
• Assist with preparation of information and reports associated with yearly audit and grant submissions.

Payroll

• Managing and processing end to end fortnightly payroll process.
• Processing pay and leave adjustments.
• Managing employee pay queries and identifying and resolving payroll discrepancies.
• Lodgement of statutory payroll obligations in line with legislative requirements.
• Reconciliation of related payroll accounts for month and year end.

Office Management

• Attending to the incorporation of companies, trusts, and super funds.
• Preparation of TFN, ABN, GST, PAYG, and Business Name application on behalf of clients.
• Management of tax lodgement program.
• Managing internal staff timesheets to ensure timely processing of WIP reports.
• Frequent client communications providing client information regarding progress of their work.
• Maintenance of database and document management system.
• Implementation and review of policies and procedures across the practice ensuring streamlined and effective processes in place.
• Management of the workflow for the team and reallocation of work.
• Attending to all statutory requirements with the Australian Securities Investments Commission including annual returns, changes to shares and appointment/resignation of company Directors and Secretaries.
• Reception relief including incoming calls, customer inquiries, maintenance of reception and meeting room areas, mail and office consumables.

Accounts Receivable and Payable

• Preparation and lodgment of individual income tax returns.
• Ensuring accurate and timely preparation of invoices, statements, credit notes and adjustments.
• Allocation and receipting of client payments.
• Attending to and drafting fixed fee agreements.
• Respond to client account queries in a timely and effective manner.
• Negotiate and monitor payment arrangement agreements with clients.
• Preparation of monthly bank and credit card reconciliations.
• End of month debtors’ reconciliation and reporting requirements.
• Managing EFTPOS payments.
• Co-ordinate regular account receivable and outstanding debtor’s reviews with management.
• Arranging payment to creditors within their payment terms.

Office Management

• Manage and review office policies, procedures, and strategies to ensure maximum productivity.
• Assist with recruitment of administration staff including managing and training.
• Induction of new staff.
• Management of client database .
• Manage all compliance and reporting requirements with the Australian Securities and Investments Commission including liaising with clients and and lawyers to incorporate companies, annual returns, shares, resignations and deregistration.
• Lodging tax, BAS, IAS, GST returns with ATO.
• Preparation of TFN, ABN, GST, PAYG applications on behalf of clients.
• Liaising with Australian Taxation Office regarding issues with income tax returns.
• Reviewing clients Notice of Assessment and preparation of correspondence.

Accounting Support

• Preparation and lodgement of individual income tax returns.
• Accounts receivable including processing invoices, credit notes and adjustments, allocation of payments and liaising with clients regarding invoices.
• Arranging payment to suppliers in a timely manner.
• Monthly debtors' reconciliation including reporting requirements.
• Processing staff payroll including superannuation.
• Reconciling petty cash and daily banking.
• Management of Trust Account Register.

Office Management

• Lodging Income Tax Returns and Business Activity Statements, Instalment Activity Statements, Annual GST Returns and Client Update forms with the Australian Taxation Office.
• Entering Business Activity Statements into Handitax.
• Australian Business Number, Tax File Number, Pay as You Go Withholding, and Fuel Tax Credit registrations using the Australian Business Register website.
• Reporting requirements to keep the accountants informed with lodgment due dates.
• Maintenance of Accountant’s Office and Handitax databases.
• Printing, collating, and binding Financial Statements and Income Tax Returns.
• Processing invoices.
• Weekly meetings to discuss Key Performance Indicators (KPI’s).
• Personal Assistant to a partner including diary management.
• Scheduling appointments.
• Administrative support to all partners, managers, and accountants.
• Travel arrangements for partners and managers.
• Weekly work in progress (WIP) management meetings with the partners.
• Assisting in catering for client meetings.
• General administrative support including filing.

Corporate Secretarial Management

• Maintenance of Company Corporate registers.
• Processing Annual Company Returns for over 500 companies.
• Share transfers, allotments, and cancellations.
• Resignation and/or appointment of Directors and Secretaries.
• Deregistering Companies.
• Monitoring payments and lodgments.
• Liaising with the client regarding unpaid fees and overdue forms.
• Liaising with Lawyers regarding establishing Companies and Trusts.
• Maintenance of Corporate Affairs System (CAS) database.
• National Databank searches.

Office Management

• First point of contact for incoming telephone calls.
• Professionally and warmly meeting and greeting clients.
• Distributing incoming and outgoing mail including couriers.
• Stock control of stationery and office supplies.
• Quarterly client mail outs.
• Reconciling petty cash and banking.
• Issuing and following up tax invoices.
• Client data maintenance and filing.
• Booking flights and accommodation.
• Assisting with seminar presentation development on Microsoft Powerpoint.

Client Corporate Super Management

• Attending Corporate Super Policy Committee meetings and taking minutes.
• Attending to all Corporate Super client queries including contacting fund managers to obtain current client information.
• Processing of all yearly Corporate Super reviews.
• Assisting with Superannuation rollovers.
• Preparation of new insurance applications, providing quotes to clients, using proplanners to find the best possible cover.
• Reporting requirements.
• General client queries.
• Secretarial/administrative duties to 2 Member Firm Principals.
• Binding and compiling financial reports.
• Managing Investment withdrawals and switches.
• Researching and printing investment reports.
• Updating investment performance figures.

Workers Compensation Department

• Sorting the departments incoming mail.
• Coding and entering claims, accounts, and compensation reimbursement forms into database.
• Sending weekly cheques to health care providers and determining any outstanding accounts.
• Support to the claims and rehab departments.
• Liaising with clients regarding unpaid accounts.
• Processing end of month including reporting for Key Performance Indicators (KPI).
• General office administration duties.

Insurance Broking Department

• Quoting and effecting all domestic motor vehicle, household, and club scheme insurance.
• Invoicing and renewing domestic motor vehicle and household insurance policies.
• Liaising with clients and Underwriters to obtain the best possible terms for our clients.
• Processing end of financial year.
• Entering motor vehicle and income protection claims into system.
• Archiving of all files.
• General administrative tasks including filing, written communication, and scheduling appointments.

Administration Support throughout the practice

• Assisting all departments with general office administration duties including data entry of claims.
• Reception relief on a busy switchboard (over 300 calls per day).
• Franking of daily mail.
• Archiving.
• Entering in accounts.
• Filing, faxing and photocopying documents.
• Providing administration assistance to the Administration Manager where required.