About the Firm
We are a well-established and growing accountancy practice providing a full range of financial and advisory services to businesses and individuals across the UK. Our team is professional, collaborative, and client-focused, and we pride ourselves on delivering an exceptional experience to everyone we work with. This is an exciting opportunity to join a supportive environment where your contribution will make a genuine difference.
Role Overview
We are looking for a proactive, organised, and personable Office Administrator / Office Coordinator to join our team. This is a broad administrative role that sits at the heart of the practice, supporting the day-to-day running of the office and ensuring that our team can deliver excellent service to clients. The successful candidate will be the first point of contact for staff, clients and visitors, and will provide essential operational and administrative support across all departments.
This role is well-suited to someone who is detail-oriented and enjoys a varied workload, whether you are early in your career or looking to develop your administrative skills within a professional services environment.
Key ResponsibilitiesOffice & Front of House
- Act as the first point of contact for clients, visitors, and incoming telephone enquiries, ensuring a warm, professional welcome
- Manage the office and meeting room bookings, ensuring rooms are prepared and presented appropriately
- Handle incoming and outgoing post, couriers, and deliveries
- Maintain a tidy, professional reception area and communal spaces
- Open, scan, and action incoming post, distributing correspondence to the relevant team members promptly and accurately
- Light shopping for Office Kitchen and general supplies
Administrative Support
- Provide day-to-day administrative support to partners, managers, and fee earners across the firm
- Prepare, format, and proofread letters, reports, and other client-facing documents
- Manage and maintain filing systems, both electronic and physical, ensuring information is accurate, up to date, and easily accessible
- Assist with scanning, photocopying, and document management
- Support the preparation and dispatch of client correspondence
- Maintain and update client records in the practice management system
- Sending documents for signature and filing completed documents (tax returns, CS01 etc).
Office Operations
- Monitor and replenish office supplies, stationery, and kitchen provisions, raising purchase orders as required
- Liaise with suppliers, facilities, and building management on maintenance and office-related matters
- Support the onboarding of new staff, including setting up workstations and arranging access
- Assist with general IT queries and escalate issues to the relevant support team
- Help organise internal meetings, events, and social activities
Compliance & Anti-Money Laundering (AML) Support
- Assist with the collection and filing of client identification and due diligence documents in line with AML procedures
- Support the maintenance of compliance records and registers as directed by the compliance team
- Flag any incomplete documentation to the relevant manager in a timely manner
Finance Administration
- Assist with basic purchase ledger tasks such as logging and filing supplier invoices
- Support the credit control process by chasing outstanding invoices under guidance and assisting with preparation of payment runs
Person SpecificationEssential
- Strong organisational skills with the ability to manage multiple tasks and prioritise effectively
- Excellent written and verbal communication skills
- Confident and professional telephone manner
- Good working knowledge of Microsoft Office (Word, Excel, Outlook)
- Meticulous attention to detail and a commitment to accuracy
- A positive, can-do attitude and willingness to learn
- Ability to handle sensitive and confidential information with discretion
Desirable
- Previous experience in an office administration or reception role (professional services experience advantageous)
- Familiarity with accountancy or financial services environments
- Experience with practice management or CRM software
- A-levels or equivalent; a business administration qualification (e.g. NVQ/BTEC) would be an advantage
What We Offer
- Competitive salary commensurate with experience
- 25 days annual leave plus UK bank holidays
- Private Medical Healthcare
- Ongoing training and development support
- A friendly, professional working environment with genuine career progression opportunities
- Regular team socials and a supportive culture
Job Type: Full-time
Pay: £26,500.00-£30,000.00 per year
Benefits:
- Company pension
- Life insurance
- Private medical insurance
- Sick pay
Work Location: In person
