Office Manager
The Role
We're looking for someone who's the glue holding everything together. You'll manage the stuff that keeps us running smoothly - statutory deadlines, workflow systems, client communication, and the day-to-day admin that lets our accountants focus on what they do best.
You'll be equally comfortable chasing a Companies House deadline, answering the phone to a client, or flagging a workflow that's gone quiet. It's varied, it matters, and you'll know how the practice works better than anyone.
What You'll Do
Statutory Filings & Compliance
- Manage confirmation statements for our clients - tracking deadlines, collating the right bits and pieces, submitting via Inform Direct, keeping Companies House happy
- Handle other company secretarial filings (director changes, share stuff, articles amendments) and keep tabs on them
- Keep an eye on filing deadlines and make sure the right people know when things are coming up
- Maintain a proper filing tracker so nothing slips through the cracks
Workflow System Management (Karbon)
- Create jobs and allocate tasks in Karbon across all the different work we do - accounts, tax, audit, secretarial
- Keep our workflow templates current and encourage the team to use them consistently
- Spot jobs that have stalled or are overdue and flag them; spot bottlenecks in how we work
- Build workflows for new services and tweak things based on what the team needs
- Be the go-to person when someone's confused about how the workflow works
Client Relations & Communication
- Answer the phones, be friendly, get people through to the right person
- Deal with general client questions - 'Have you got my documents?', 'When do I need this by?', that sort of thing
- Monitor our main inbox and sort messages so they get to the right place quickly
- Respond to clients when appropriate (confirmations, templates, status updates)
- Listen to what clients say and escalate anything that needs Partner attention
- Be the practice's face to clients - responsive, helpful, make them feel looked after
Post, Correspondence & Document Management
- Sort the post, log it, get it to the right people
- Make sure outgoing letters go out on time - tax letters, accounts, fee proposals
- Keep records and scans of correspondence so we can track what we've sent
- Prepare and post tax letter packages to clients and sort HMRC enquiry responses
- Liaise with HMRC for our clients - post responses, track deadlines, get references
- Make sure documents are easy to find when the team needs them
- Keep compliance paperwork filed properly
General Practice Admin
- Sort out team diaries and meetings so people can find time together
- Help with our client relationship stuff - birthdays, gifts, keeping track of what matters to people
- Order supplies and make sure the office has what it needs
- Help organize team events and training
- Pitch in with payroll stuff and HR things
- Keep our policies and procedures documentation up to date
Financial & Process Support
- Help with invoicing and fees - processing timesheets and getting bills out
- Support our financial side - bank stuff, reconciliations, making sure everything balances
- Help prepare fee quotes and engagement letters (under guidance)
- Give us a heads-up on important numbers - how many deadlines we've hit, workflow health, turnaround times
Who We're Looking For
Detail-Oriented & Organized
- You don't let things slip. Deadlines matter, accuracy matters, compliance matters
- You can juggle multiple things at once without losing track of any of them
- You spot problems early and sort them out before they become bigger ones
Good at Talking (and Listening)
- You write emails that are clear and professional, letters that don't need redoing
- You're confident on the phone and genuinely interested in what people are asking
- You see things from the client's perspective and genuinely want them to have a good experience
Comfortable with Technology
- You know your way around Microsoft 365 (Outlook, Teams, Excel, Word)
- You've used Karbon or similar systems, or you're happy to learn
- You're fine with cloud systems and file management
- You pick up new software quickly and aren't fazed by change
The Type of Person We Need
- Flexible - priorities shift and you roll with it
- A proper team player - you work well with accountants, partners, and clients
- Discreet - you understand that confidentiality matters
- Ideas-focused - you spot ways to do things better and aren't afraid to suggest them
- Calm under pressure - year-end and deadline season don't faze you
What We Need From You
Essential
- At least 2 years doing admin or office support work
- Good spelling, grammar, and maths
- Can reliably get to our West Yorkshire office
- Good judgment - you know when something needs to be flagged
Desirable
- You've worked in accountancy or professional services before
- You know your way around Companies House
- Desirable but not essential
The Job
- Full-time, permanent - 35 hours a week
- Based at our office in Horbury
- Competitive salary - depends on what you bring
- Proper holiday time and benefits
- Training and professional development - we want you to grow
- A nice, friendly team that actually gets on
About Us
We're Partner Accountancy, a boutique accountancy practice in West Yorkshire. We work with SME clients across construction, property, retail, professional services, and SaaS. We're proud of being technically sharp and genuinely responsive to clients. We're also proud of being a nice place to work - no nonsense, flexible, and we all pitch in. If you think you'd fit, we'd like to hear from you.
Pay: £27,500.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee mentoring programme
- Flexitime
- Free fitness classes
- Gym membership
- Health & wellbeing programme
- On-site gym
- On-site parking
- Referral programme
- Sick pay
- Work from home
Work Location: In person
