Who we are
Xeinadin was established in 2019 when a number of leading business advisory and accountancy practices across the UK and Ireland came together to re-imagine the future of accountancy. Our collective mission to provide locally forged, trusted business advice to SMEs through forward-thinking, close-knit relationships remains pivotal to our growth. It's our people who drive our business forward, and we offer them future-focused career opportunities whilst supporting individual specialisms. Our regional offices of over 3000 colleagues operate collaboratively, combining collective expertise to maximise potential.
Job Description
As an Office Administrator at King Hope (a Xeinadin company) you will play a key role in supporting key Directors, Portfolio Manager, and the wider team, ensuring the smooth and efficient operation of our office. You will manage important administrative functions, including client engagement processes, compliance tasks, and office management duties. This role requires a proactive approach, excellent communication skills, and attention to detail to ensure high standards are maintained across all administrative activities.
Ideal for a detail-oriented individual who thrives in a dynamic environment, you’ll play a key role in ensuring the smooth running of operations within a leading accountancy group.
Key Requirements
- Deliver exceptional client service, both in-person and over the phone, ensuring a positive and professional experience.
- Manage the maintenance of client records, including engagement letters, identification, and anti-money laundering documentation, ensuring regulatory compliance.
- Perform reception duties, such as greeting clients, offering refreshments, and managing the phone system.
- Provide secretarial support, including the typing of letters and preparation of engagement letters.
- Assist with company secretarial tasks,
- Oversee office supply inventory and manage IT equipment needs.
- Assist with ad-hoc duties, such as post office runs and banking tasks.
- Ensure GDPR compliance across the office, managing sensitive data securely and efficiently.
- Manage billing, update registers, and assist with client payment processing.
- Manage diaries, arrange appointments, attend meetings, and take minutes when necessary.
- Oversee scanning, filing, and organisation of documents.
- Support the onboarding process for new clients, maintaining compliance with Xeinadin guidelines
- Order office supplies and manage stationery stock
Key Requirements
- Proven experience in administration and a fast-paced environment
- Very high level of attention to detail and accuracy
- Proficient with Microsoft Excel, Word, Outlook etc.
- Excellent time management skills - handling multiple and varied deadlines concurrently
- Must be able to meet administrative deadlines
Additional Requirements
- Passion for delivering excellent client service and maintaining high standards.
- Strong communication skills (verbal and written) with a confident and approachable demeanour.
- Proficient in Microsoft Office Suite and other IT systems.
- Ability to multitask and prioritise effectively in a fast-paced environment.
- A proactive approach to problem-solving and improving administrative processes.
- Committed to providing outstanding service to both internal and external clients, ensuring a positive and professional experience.
- Strong organisational skills and the ability to manage multiple tasks simultaneously, ensuring deadlines are met without compromising quality.
- Able to work collaboratively within a team, assisting colleagues where needed and contributing to the smooth running of the office.
- High attention to detail, ensuring accuracy in documentation, billing, and other key tasks.
Work Location: In person
