Accounts & Administration Officer (XERO) | Work from Home

Position Overview

The Accounts and Admin Officer supports the day-to-day operations of a boutique legal services firm, ensuring administration is organised, responsive, and efficient. The role focuses primarily on administrative coordination, client and document management, with a smaller component covering invoicing, accounts administration, and basic bookkeeping.

Key Responsibilities

Administration & Client Support

• Monitor shared inboxes and respond to administrative requests.
• Coordinate calendars, meetings, appointments, and follow-up actions.
• Maintain accurate client and matter records, filing systems, and document control processes.
• Support client onboarding by collecting information, issuing forms, and tracking outstanding requirements.
• Format, proofread, and distribute correspondence, reports, and other documents.
• Track deadlines, action items, and follow-ups, escalating issues where required.
• Coordinate supplier, office, and team administration activities.
• Maintain contact, referral, and opportunity records.
• Assist with proposals, engagement administration, and service coordination.

Accounts & Bookkeeping

• Prepare and issue invoices based on approved billing instructions.
• Process supplier invoices, expenses, and maintain accounts payable records.
• Record receipts, maintain accounts receivable records, and follow up on outstanding payments.
• Assist with basic bank and credit card reconciliations.
• Prepare billing and administrative status reports and identify process improvements.
• Continuous Improvement
• Improve templates, checklists, and file management processes as the business grows.
• Support additional administrative duties as required.

Continuous Improvement

• Improve templates, checklists, and file management processes as the business grows.
• Support additional administrative duties as required.

Position OverviewThe Accounts and Admin Officer supports the day-to-day operations of a boutique legal services firm, ensuring administration is organised, responsive, and efficient. The role focuses primarily on administrative coordination, client and...

• A bachelor’s degree in Business Administration, Commerce, Accounting, Legal Studies or a related field is preferred.
• At least three years’ experience in administration, office coordination or professional services support is essential.
• Proficiency in Xero accounting software is required.
• Experience in a legal practice or legal services business, including familiarity with client and matter administration, is highly regarded.
• Practical experience with invoicing, expense entry, basic accounts payable and receivable and routine reconciliations is essential.
• Proficiency in Microsoft 365, particularly Outlook, Word and Excel, is essential.
• Experience with a bookkeeping platform, practice management system or CRM is highly regarded; the ability to learn new systems quickly is essential.
• Clear written and spoken English, including accurate email drafting and professional client communication, is essential.
• Strong document preparation, proofreading, digital filing and record management skills are essential.
• Excellent organisation, attention to detail and the ability to manage competing requests and deadlines are essential.
• Discretion and sound judgment in handling confidential client, legal and financial information are essential.
• The ability to follow documented approval workflows for billing, expenses, payments and access to records is essential.
• A practical, service-oriented approach to supporting a small team and improving repeatable administrative processes is essential.
• The ability to work independently, ask for clarification when needed and escalate errors or risks promptly is essential.
• The ability to demonstrate these skills in a practical assessment of email triage, document formatting, Excel, invoicing and basic reconciliation is essential.

Please note that the official title for this role is Accounts and Admin Officer