Job Purpose

The Trust Accounts Assistant provides day-to-day accounting and administrative support to the Perth-based Trust Accountant for CCPA’s real estate management trust account operations.

The role is responsible for assisting with trust account transaction processing, reconciliations, record maintenance, and audit preparation. All work is performed under the direction, review, and approval of the Perth-based Trust Accountant.

This role does not replace the Perth Trust Accountant. Final approval, sign-off, regulatory lodgement, and licensee responsibilities remain with the Perth Trust Accountant and/or the Licensee in Bona Fide Control.

Scope of Works & Key Responsibilities

A. Trust Account Transaction Support

Assist in processing incoming trust monies (rental payments, security bonds, sales deposits) into the trust account.
Prepare receipting, data entry, and supporting documentation for review by the Perth Trust Accountant.
Assist in preparing disbursement requests and payment vouchers for property expenses and owner disbursements.
Ensure all payments are reviewed and approved by the Perth Trust Accountant before processing.
Assist with lawful transfers between the trust account and general account only after approval from the Perth Trust Accountant.
Maintain accurate trust ledgers and transaction records.

B. Reconciliation & Month-End Support

Assist with daily and monthly reconciliations of the trust bank account against the trust ledger.
Match receipts, payments, and bank entries; investigate and escalate discrepancies to the Perth Trust Accountant.
Prepare draft reconciliation reports and supporting schedules for review.
Assist in month-end close and ensure documents are ready within required deadlines.

C. Compliance & Audit Support

Maintain organised trust account records and compliance files.
Assist with annual trust account audit preparation, including collating documents and responding to auditor queries.
Immediately escalate any possible compliance issue, overdrawn trust account, or missing funds to the Perth Trust Accountant.
Follow Western Australian real estate trust account legislation and regulations as instructed by the Perth Trust Accountant.
Do not communicate with regulators or make regulatory notifications unless expressly authorised by the Perth Trust Accountant.

D. Liaison & Communication

Act as the main day-to-day support contact for the Perth Trust Accountant on trust accounting matters.
Communicate with property managers, tenants, owners, and internal staff as directed by the Perth Trust Accountant.
Provide timely status updates and follow up on outstanding items.
Escalate complex queries or issues to the Perth Trust Accountant.

E. Administrative Support

Perform data entry, filing, document management, and record retention.
Assist with ad hoc trust accounting and administrative tasks as required by the Perth Trust Accountant.

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