Our client is a firm of Chartered Accountants with five existing locations in Suffolk & Cambridgeshire. Therefore, the team of 25 are part of a large regional firm.
This is a 'front of house' position where you will be the first point of contact for clients and visitors to the office. It's likely that you will be the main point of contact in managing the office facilities, performing key administrative tasks, and generally supporting the local Partners to ensure a well-managed, efficient and professional office environment. Liaison with a wide variety of internal contacts on a daily basis, as well as clients and suppliers, therefore a personable and professional approach is essential.
Responsibilities will include (but are not limited to):
General office administration:
- Reception duties including call handling, greeting visitors, and dealing with incoming/outgoing post/couriers.
- All aspects of Facilities Management including liaison with the landlord, managing agents,
- contractors and suppliers.
- Regular meetings with the Office Partner and liaison with all partners re diary management and organisation of meetings and events
- Liaison with the firm's Practice Manager in relation to Health & Safety and other regulatory
- matters
- Assisting with meeting and event planning and organisation for both client events and staff
- events, including social events.
Team & Client Administration:
- Assisting with Company Secretarial matters, fillings with Companies House and HMRC and
- monitoring of deadlines
- Archiving and monitoring of receipt of client books and records
- Arranging and booking of staff training courses and venues
- Administration of staff holidays, staff passes and meeting room bookings
- Updating and maintaining client contact information
- Administration of Client Acceptance processes and Anti-Money Laundering procedures
- Administration of correspondence including Engagement letters, Authority letters, Bank letters,
- Solicitor letters, land registry searches and client satisfaction reviews
- Booking of partner/staff travel and accommodation
Essential skills and experience:
- A strong background in administration with a 'front of house' element, with solid experience to support this (a professional services background would be helpful but is not essential)
- Exceptional time management and organisational skills
- Capable of working independently and without close supervision
- Capable of multi-tasking, working on own initiative and being pro-active
- Ability to exercise complete discretion and confidentiality with regards to our work
- Proficient in Microsoft Word, Excel, and Outlook
- Awareness of GDPR and its application in the workplace
- Must have a full UK driving licence and access to own transport, to facilitate occasional visits to other locations
The package includes:
- This is a fully office based, full-time role (37.5 hours per week) with fixed working
- hours of 8.45 - 5.15, Monday to Friday.
- Core holiday allowance is 23 days, option to salary sacrifice to buy up to 5 additional days per year.
- Pension is the People's Pension, contributions 4% employer 5% employee (4% after tax relief).
- Free onsite parking
- Bupa cover - see icons on the job advert wording (attached on my earlier email) for the full list.