Office Administrator/Receptionist

Office Administrator / Receptionist

Within Support Team

Based in Colchester

Working hours: 37.5 hours per week

Salary: Dependant on experience

Main purpose of the role:

This is a pivotal role in the support and development of our business. Working closely with the partners, managers, and members of the team, you will provide support to them on a range of activities from front of house reception, client liaison, administration, compliance, facilities and support.

Main responsibilities: (Including but not limited to):

Client Service

• Managing and maintaining a professional and welcoming environment, organising meetings and hospitality, maintaining records, setting up new clients on our systems and running compliance procedures such as anti-money laundering. Managing client documentation using a variety of bespoke software packages.
• Helping to manage the client cycle from set-up of new clients to submission of final accounts to Companies House and HMRC. Working with portfolio holders and completing all client procedures and related company secretarial services, management of client critical deadlines.

Office Support

• Copying, scanning, binding, electronic document filing, compiling standard letters for Companies House and bound accounts to clients.
• Providing secretarial support including, receiving and sorting incoming mail and managing all outgoing post and packages utilising the most appropriate means including scanning documents into our electronic document management system
• Electronic filing of accounts and tax returns
• Responsible for arranging internal and external meetings
• Assisting the billing process by sending invoices
• Answering the telephone and dealing with queries from clients, staff, potential clients and other stakeholders.
• Liaising with other teams such as the facilities team, the database team in terms of keeping client information up to date and processing anti-money laundering information, and the marketing team in terms of the administration of business development mailings and events.
• Potential to undertake other tasks and projects as appropriate

Person Specification

A minimum of English and Mathematics GCSEs (minimum grade C/4) or equivalent academic accreditation.

Essential experience

• Working in a client facing role and motivated to provide an excellent experience to clients, potential clients and other stakeholders.
• Experience of office administration
• The ability to work both independently using own initiative and as a key member of a wider team
• Dealing with internal and external client matters
• Reporting to and working with a management team
• Microsoft packages, including Excel, internet, email and computerised packages and ability to pick up internal systems quickly

Personal attributes

• Able to work well as part of a team
• Adaptable and flexible: able to work on a range of different tasks, work under pressure and meet deadlines, work without supervision
• Strong attention to detail and work to a high level of accuracy
• Problem-solving
• Excellent customer service and communication skills, both written and verbal
• Confidence
• Organisational skills and the ability to take the initiative and work in a methodical manner

Other

• Some travel to other offices in East Anglia may be required