Client Services Coordinator / Tax Administrator - Accounting- Work From Home

Looking for a Unicorn 🦄

Who is Hot Toast?

We are a close-knit team that values community, collaboration, kindness, positivity, and bringing out the best in each other. We are 100% cloud-based and have clients all around Australia.

Due to growth, we are looking for our next superstar team member to join us!

The Role

You will be a client services manager/administrator from the accounting industry with an eye for detail, a proactive attitude, and organizational excellence. Working closely with the team, you’ll need excellent communication skills and be a true team player. This role is full-time.

So what does the role look like?

• Workflow & Team Support:

• Assist Client Managers and CEO with administrative tasks and direct workflow management for a remote team.

• Manage office email correspondence, phone communication, and schedule meetings.

• Facilitate new client setup across platforms (XPM, Karbon, Now Infinity, ATO, ASIC, SMSF, and trusts).

• Oversee the application processes for stamp duty, ABN, TFN, GST, and PAYG.

• Karbon Expert: Maintain and optimize Karbon workflows and ensure the team is aligned with targets.

• Client & Compliance Management:

• Collaborate with ASIC for registrations, transfers, changes, and company statements.

• Engage with ATO for deferrals, payment plans, GIC remissions, and PAYG amendments.

• Oversee ASIC annual statements, company searches, and address changes.

• Apply for ASIC reinstatement of companies and handle cancellations/deregistrations.

• Send requested ITRs, assessments, and other documents to clients or third parties.

• Company/Trust Setup: 

• Create new entities and process all ASIC lodgements.

• Apply for WorkCover registrations and prepare relevant documents.

• Client Communication & Documentation:

• Assist CEO with client communication materials, updates, and guides.

• Ensure proper management of client documents using Xero Practice Manager (XPM), and Class for SMSF.

• Upload and manage documents for SMSF audits and communicate with auditors.

• Send out individual tax returns, financial statements, and document packs to clients through Xero for e-signing or physical binding (as per client preference).

• Track and follow up on documents that need client signatures.

• Internal & Financial Operations:

• Run point on staff onboarding and assist in creating and maintaining internal procedures.

• Assist with debtor reviews and invoicing

• Collaborate on finance letters for banks, remission of ATO penalties, and payment plans.

• Organize appointments, manage phone systems, and address IT issues.

• Miscellaneous Tasks:

• Maintain and update superannuation spreadsheets and registers.

• Assist with super guarantee forms, binding death benefit nomination forms, and other related documentation.

• Process stamp duty fees with SRO for Trust Deeds.

• Register business names and handle renewals.

Is this role for you? It could be if:

• You have a minimum of 5+ years experience in a similar role in an accounting firm.

• You’re organised, love processes, and have great attention to detail.

• You’re comfortable working remotely and quick to pick up new technology (we use Karbon, Xero, Class, Now Infinity).

• You have experience with ASIC and ideally with Now Infinity.

• You are a great communicator, proactive, and enjoy collaborating with clients and the team.

• You want to be part of something bigger and have a real impact on a growing, purpose-driven business.

Why join Hot Toast?

• Progressive and inclusive environment.

• Growth-focused, both for the business and you as an individual.

• Work with amazing clients and a team of great humans.

• Flexibility to work remotely and balance work/life.

This role is perfect for an experienced professional from the accounting industry who is looking for a remote, vibrant, and rewarding environment. If this sounds like you, we’d love to chat!