Administration Coordinator

Job Title: Administrative Coordinator

Job Description:
We are seeking a highly organized and detail-oriented Administrative Coordinator to support our team with a variety of administrative and operational tasks. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple responsibilities, and has excellent communication skills.

Key Responsibilities:

Inbox & Communication Management:
• Organize and prioritize incoming emails to ensure timely responses.
• Draft and send emails on behalf of teaUpgrade to see actual infombers, ensuring professional and accurate communication.
• Summarize key email threads and action items for efficient decision-making.
• Maintain internal documentation and communication logs for team alignment.

Calendar & Scheduling Coordination:
• Manage and schedule meetings, calls, and appointments across multiple time zones.
• Send invitations, reminders, and follow-ups to ensure smooth scheduling.
• Coordinate with internal and external stakeholders to optimize meeting efficiency.

Sales & Client Engagement Support:
• Respond to prospect inquiries and assist in setting up discovery calls.
• Gather relevant client information and maintain CRM records.
• Assist in setting up and managing scoping tools (training provided).
• Prepare proposals, engagement letters, and client agreements using company templates.
• Track client follow-ups and ensure no opportunity is missed.

Client Onboarding & Project Setup:
• Set up new clients in internal systems, ensuring accurate data entry.
• Assist with onboarding tasks, including setting up client profiles and permissions.
• Configure new client projects in project management software for tracking and execution.

Invoice & Billing Assistance:
• Generate and send invoices through Xero once approved.
• Send collection and follow-up emails for outstanding payments.
• Maintain accurate invoice records and ensure timely communication with clients.

Tax Administration Support:
• Request client signatures on tax returns and track completion.
• Follow up with clients on outstanding tax documents and signatures.
• Monitor tax return filing status and provide updates to the team.
• Download and organize filing confirmations and save tax returns in appropriate client folders.

Preferred Qualifications & Skills:
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in the following software/tools:
o Microsoft 365 (Outlook, Word, Excel, Teams) for communication and document management.
o Xero for invoicing and financial tracking.
o Harvest for time tracking and project management.
o Slack for internal communication and team collaboration.
o HubSpot for managing client relationships and sales processes.
• Ability to work independently, proactively solve problems, and anticipate team needs.
• Prior experience in an administrative, coordination, or support role is a plus but not required.

This position does not require sales or accounting experience but does require a high level of professionalism and reliability. If you thrive in administrative work, excel at problem-solving to enhance efficiency, and can adapt quickly to changing needs, we’d love to hear from you!