Overview
We are seeking a highly organised and detail-oriented Office Manager to join our professional team. This role is vital in ensuring the smooth operation of our office environment, providing essential administrative support across various departments. The ideal candidate will possess strong computer skills, excellent communication abilities, and a proactive approach to managing daily tasks. This paid position offers an excellent opportunity for individuals looking to develop their administrative expertise within a dynamic organisation.
Key Responsibilities
Client Liaison
- Serve as the first point of contact for clients visiting.
- Manage the front-of-house experience, ensuring a professional and welcoming environment at all times.
- Assisting with meeting room bookings, client appointments, and partner diaries.
- Handle incoming and outgoing correspondence, including post and courier services.
- Onboarding and offboarding clients
- Monitoring ClientWindow (office Whatsapp)
Practice Management
- Administer and maintain the firm’s practice management system (Karbon).
- Set up new clients on the system, maintain client records, and ensure data integrity.
- Coordinate with the software provider for updates, training, and technical support.
- Produce standard reports from the practice system (WIP, billing, deadlines) for partner review.
- Recording KPIs
- Serve as the office champion for systems and processes. Ensuring that these are documented, adhered to, updated as necessary.
- Client record requests and general deadline management
- Booking in client records and maintaining records log
HR & Onboarding
- Manage the end-to-end onboarding process for new starters, including offer letters, DBS/reference checks, and induction programmes.
- Maintain accurate employee records (contracts, holiday, absence, appraisals) in line with UK employment law.
- Liaise with the firm’s HR adviser as required.
- Support recruitment activity including advertising roles, screening CVs, and scheduling interviews.
Billing & Credit Control
- Assist in the preparation and dispatch of client invoices using the practice management system.
- Monitor debtor ledgers and follow up on outstanding invoices in a professional and timely manner.
- Liaise with fee earners regarding billing queries, write-offs, and disbursement recovery.
- Process client payments and allocate receipts on Xero.
Compliance & AML Administration
- Maintain and update the firm’s Anti-Money Laundering (AML) register in line with the Money Laundering Regulations 2017 (Xama).
- Conduct and document client ID & verification (ID&V) checks using electronic AML tools (Xama).
- Monitor client risk ratings and flag any changes or concerns to the firm’s MLRO.
- Assist with the firm’s annual AML risk assessment and policy review.
- Assist Client Managers with maintaining Engagement Letters, Letters of Engagement renewal schedules, and Professional Clearance records.
- Support GDPR compliance including the firm’s information asset register and data subject request handling.
IT & Facilities
- Serve as the first point of contact for IT issues, liaising with the firm’s IT support provider.
- Manage hardware and software asset registers, including licences, renewals, and warranties.
- Coordinate office maintenance, supplies, and relationships with facilities service providers.
- Ensure health & safety obligations are met, including maintaining the H&S policy, risk assessments, and first aid/fire warden records.
- Manage office insurance renewals and liaise with brokers as required.
Qualifications
Essential
- Proven experience as an Office Manager, Practice Manager, or Senior Administrator — ideally within a professional services or accountancy environment.
- Familiarity with professional practice management software.
- Strong credit control and billing administration experience.
- Excellent written and verbal communication skills; confident liaising with clients and professional contacts.
- Highly organised, with the ability to manage multiple priorities and meet deadlines.
- Discreet and professional, with an understanding of client confidentiality in a regulated environment.
- Proficient in Microsoft 365 (Word, Excel, Outlook, Teams).
Desirable
- Experience working in an ICAEW, ACCA, or AAT-regulated practice.
- Knowledge of GDPR and data protection obligations within a professional services context.
- Experience with electronic AML verification tools (e.g., SmartSearch, Creditsafe).
- IAM, CIPD, or ILM qualification (or working towards one).
- Familiarity with Companies House filings and statutory compliance calendars.
- Working knowledge of AML regulations and client onboarding procedures in a regulated firm.
This role is ideal for motivated individuals seeking to enhance their administrative capabilities within a supportive environment. The successful candidate will play a key part in maintaining operational excellence across the organisation.
Pay: £27,000.00-£32,000.00 per year
Benefits:
- Company events
- Company pension
- On-site parking
Work Location: In person
