Accounting Administrator (ATO Portal Experience Required)

Job Description

This is a remote position.

OVERVIEW:

The client is an Australian accounting firm seeking a highly organised and process-driven Accounting Administrator to support internal accounting operations and workflow coordination. This role was created to improve structure, documentation, and operational consistency after previous support processes lacked proper systems and SOPs.

This is a full-time remote role structured as a job share between an Australian accounting firm and ROVR Outsourcing, with 20 hours per week allocated to each business. The successful candidate will be responsible for internal administrative coordination, ATO portal management, inbox triage, workflow tracking, spreadsheet maintenance, and SOP creation.

Working closely with internal managers and staff, this role is ideal for someone who thrives in routine-based environments, enjoys documenting processes, and takes pride in maintaining accuracy and operational efficiency behind the scenes.

JOB DESCRIPTION / RESPONSIBILITIES:

Accounting Firm Support (50%)

• Monitor and triage the shared inbox daily
  

• Route incoming emails and work requests to the appropriate accountant or internal team member
  

• Navigate the ATO Online Services for Agents portal
  

• Download correspondence, pull reports, and update client records within the ATO portal
  

• Log, track, and maintain jobs within the practice management system
  

• Maintain and update Excel-based reporting spreadsheets
  

• Coordinate workflow across the internal accounting team to ensure jobs are actioned and progressed on time
  

• Follow up internally on outstanding, overdue, or pending tasks
  

• Create and maintain SOPs for recurring tasks using training sessions and screen recordings
  

• Document internal workflows and operational procedures from scratch
  

ROVR Outsourcing Internal Support (50%)

• Provide internal bookkeeping administration support
  

• Assist with general operational and administrative tasks
  

• Support internal process documentation and workflow coordination
  

• Perform ad hoc administrative duties as directed by management
  

BASIC QUALIFICATIONS:

• Minimum 3 years experience supporting Australian clients in an accounting, bookkeeping, or professional services environment
  

• Hands-on experience using the ATO Online Services for Agents portal
  

• Experience downloading correspondence, tracking lodgements, updating records, and pulling reports within ATO systems
  

• Previous experience working within a multi-person internal team environment
  

• Proven experience coordinating and allocating work between staff members
  

• Experience creating SOPs or process documentation from scratch
  

• Intermediate Microsoft Excel skills including formulas, formatting, and data entry
  

• Strong written English communication and professional email etiquette
  

• Ability to manage structured workflows and recurring administrative processes
  

NICE TO HAVE:

• Experience with Light Year Docs
  

• Experience using SmartVault
  

• Experience with CAS 360 by BGL
  

• Familiarity with XPM, Karbon, or similar Australian practice management systems
  

• Experience supporting Australian accounting or tax compliance teams
  

SOFT SKILLS & WORK STYLE:

• Highly process-driven and methodical
  

• Detail-oriented and accuracy-focused
  

• Reliable, consistent, and self-managing
  

• Strong organisational and time management skills
  

• Comfortable working independently with minimal supervision
  

• Able to manage structured routines and repetitive workflows effectively
  

• Proactive in following up and escalating overdue items
  

• Comfortable switching between two businesses within structured work blocks
  

• Strong documentation mindset and commitment to process consistency
  

WORK STRUCTURE:

• Full-time job share arrangement
  

• 20 hours per week supporting the Australian accounting firm
  

• 20 hours per week supporting ROVR Outsourcing internal operations
  

• Reports directly to the client manager for accounting-related tasks
  

• Reports directly to the ROVR internal manager for internal support tasks
  

• Independent workflow with ongoing coordination across multiple internal teams
  

• Training provided through onboarding sessions and screen recordings
  

• Ongoing SOP development and process documentation responsibilities
  

Requirements

TYPE OF POSITION, PHYSICAL REQUIREMENTS, & EXPECTED HOURS OF WORK:

• Full-time position (40 hours per week)
  

• Permanent remote/work-from-home setup
  

• Monday to Friday
  

• Aligned with Australian business hours (AEST)
  

• Reliable computer setup and stable internet connection required
  

SALARY AND BENEFITS:

• 9 AUD per hour
  

• 13th month pay
  

• Healthcare benefits
  

• Permanent work-from-home setup
  

• Long-term stable role
  

• Structured and supportive work environment
  

• Opportunity to work closely with Australian accounting professionals
  

Requirements
BASIC QUALIFICATIONS: Minimum 3 years experience supporting Australian clients in an accounting, bookkeeping, or professional services environment Hands-on experience using the ATO Online Services for Agents portal Experience downloading correspondence, tracking lodgements, updating records, and pulling reports within ATO systems Previous experience working within a multi-person internal team environment Proven experience coordinating and allocating work between staff members Experience creating SOPs or process documentation from scratch Intermediate Microsoft Excel skills including formulas, formatting, and data entry Strong written English communication and professional email etiquette Ability to manage structured workflows and recurring administrative processes NICE TO HAVE: Experience with Light Year Docs Experience using SmartVault Experience with CAS 360 by BGL Familiarity with XPM, Karbon, or similar Australian practice management systems Experience supporting Australian accounting or tax compliance teams SOFT SKILLS & WORK STYLE: Highly process-driven and methodical Detail-oriented and accuracy-focused Reliable, consistent, and self-managing Strong organisational and time management skills Comfortable working independently with minimal supervision Able to manage structured routines and repetitive workflows effectively Proactive in following up and escalating overdue items Comfortable switching between two businesses within structured work blocks Strong documentation mindset and commitment to process consistency WORK STRUCTURE: Full-time job share arrangement 20 hours per week supporting the Australian accounting firm 20 hours per week supporting ROVR Outsourcing internal operations Reports directly to the client manager for accounting-related tasks Reports directly to the ROVR internal manager for internal support tasks Independent workflow with ongoing coordination across multiple internal teams Training provided through onboarding sessions and screen recordings Ongoing SOP development and process documentation responsibilities