Accounting & Tax Administrative Coordinator

Position Overview

We are looking for a highly organised, responsible and proactive Accounting & Tax Administrative Coordinator to support our accounting and tax teams in the day-to-day coordination and administration of client matters.

This role is suited for someone who is independent, detail-oriented and takes initiative. Beyond completing assigned administrative tasks, the successful candidate is expected to keep documents and information properly organised, follow up on outstanding matters, identify gaps and ensure that the accounting and tax teams have what they need to serve clients effectively.

The role involves regular communication with clients to coordinate the submission of documents, information and responses required by the accounting and tax departments.

Key Responsibilities

1. Client Coordination

• Coordinate with clients on documents, information and supporting records required for accounting and tax matters.
• Follow up with clients on outstanding documents and information.
• Maintain proper records of client requests, submissions and outstanding items.
• Communicate with clients professionally through email, WhatsApp and other communication channels.
• Coordinate appointments, meetings and discussions between clients and the accounting/tax team.
• Ensure client queries and requests are properly directed to the relevant team member.
• Monitor outstanding matters and follow up proactively rather than waiting for instructions.

2. Document & Filing Administration

• Organise and maintain client documents in the appropriate folders and filing systems.
• Perform regular housekeeping of digital files and documents.
• Ensure documents are properly named, filed and easily retrievable.
• Check that required documents have been received and highlight missing or incomplete information.
• Maintain proper records of documents received from clients.
• Assist in organising historical records and clearing document backlogs where required.
• Ensure that important documents are not misplaced or left unattended.

3. Accounting & Tax Department Support

• Assist the accounting team in coordinating the collection of invoices, bank statements, receipts and other accounting records from clients.
• Assist the tax team in coordinating documents and information required for tax filing and advisory work.
• Prepare and organise documents for accountants and tax personnel to process.
• Track deadlines and outstanding client submissions.
• Follow up with the relevant staff members where necessary to ensure matters progress on time.
• Assist with administrative preparation of reports, schedules, forms and other documents.
• Provide general administrative support to the accounting and tax departments.

4. Office Administration

• Handle general office administrative duties and coordination.
• Maintain proper records and administrative filing.
• Assist with correspondence, document preparation and data entry.
• Coordinate courier, document collection and other office-related matters when required.
• Assist in maintaining an organised and efficient office environment.
• Identify areas where administrative processes can be improved and suggest practical solutions.