Administration Co-ordinator

Clive Owen Llp; York and North Yorkshire; On-site; GBP 24,000 - 32,000; Full time

Job summary

Clive Owen Llp is seeking an organized administrator to provide comprehensive office support in a busy accountancy practice. You will greet clients, manage correspondence, prepare letters and documents, and support engagement letter processing and CODB updates.

The role requires strong Microsoft Office skills, attention to detail, and experience in a professional office environment with excellent communication abilities.

Qualifications

• Experience in a busy office environment or customer-facing role.
• 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.
• Understanding of GDPR or data security.
• Business Administration NVQ L3 or equivalent apprenticeship.
• Experience in an accountancy practice in an administrative role.
• Experience using electronic filing systems.

Responsibilities

• Answer incoming calls, direct calls and take messages.
• Meet and greet clients/visitors and manage queries and refreshments.
• Create letters, format Word documents, scan correspondence, bind documents, email clients, and portal publishing.
• Assist with engagement letters and CODB updates.
• Handle post and courier duties, including posting and franking.

Skills

Office experience

Data entry

Microsoft Office

Verbal and written communication

Organisational skills

Attention to detail

GDPR/data security

Business Administration NVQ L3

Accountancy practice experience

Electronic filing systems

Education

Business Administration NVQ L3

Tools

Microsoft Word

Microsoft Excel

Outlook

Scanning software

Job description

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