Administration Co-ordinator

Reporting to the Administration Manager, the role involves providing administrative support to clients and departments to ensure a professional, consistent, and excellent administration service is provided to all stakeholders.

Main Tasks and Responsibilities

• Answerincoming calls, directing the calls asappropriateand taking and passing on messages to the relevant person if the call cannot be answered
• Meet and greet clients/visitors on arrivaland deal with any queries, make refreshments for visitors, clear crockery from meeting rooms after use and wipe the tables down, take deliveries
• Provide administration support to all departments including producing letters, formatting Word documents, scanning correspondence into VC, binding documents, emailing clients, printing/posting letters to clients and portal publishing including assisting clients with portal queries
• Assistwiththe preparation and sending of engagement letters, chasing outstanding engagement letters, and updatingthe CODB
• Open, prepare, scan the incoming/outgoing post, distribute incoming postand frank outgoing post
• Assistwith ordering stationery andoffice supplies as and whenrequiredand keeping the Financedepartmentaware of costs
• Accept deliveries,putstockawayand liaisewith the relevant departmentasrequired
• Assist with the disengagement process including sending professional clearance and updating the CODB
• Arrangemeetings for clients, partners andcolleaguesincludingdraft accounts meetings, pre-year end meetings, book meeting rooms and order lunches where required
• Prepare and send out Year End Board minutes
• Assist with potential new clients, requesting/chasing ID, professional clearance, completing smart searches and updating the CODB
• Set up new clients on the systems, issue and chase documentation and update the CODB
• Maintain client records
• Prepare, send out and chase CS01 checklists, file no change CS01's and raise/issue CS01 invoices
• Send out draft and final accounts asrequired
• Submitaccounts to Companies House, processing of signed accounts and uploading documentsintoMyWorkPapers
• Support the manager/assistant manager with contactingcontractors to undertake maintenance/repairs asrequired
• The above list of duties is notexhaustive,and the post holder willbe requiredto undertake such tasks as mayreasonably beexpected within the scope and grading of therole

Person Specification

• Prior experience in a busy office environment or customer-facing role.
• Proven experience in general administration, data entry, and record-keeping.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent verbal and written communication skills, with a professional telephone manner.
• Strong organisational and multitasking skills with the ability to prioritise workloads.
• High attention to detail.
• Sound understanding of GDPR or data security
• Have a Business Administration NVQ L3 or have undertaken a business administration apprenticeship or equivalent
• Experience of working in an accountancy practice in an administrative role
• Experience of using electronic filing systems

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