Office Administrator

EQ Accountants, part of the Sumer Group; City of Edinburgh; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a dedicated Administrator to ensure smooth operations within their Edinburgh office. This role is pivotal in providing exceptional administrative support, managing communications, and enhancing client experiences. With a commitment to employee development and a supportive environment, this forward-thinking firm offers a range of benefits, including competitive salary, generous leave, and continuous training opportunities. If you thrive in a dynamic setting and are passionate about contributing to a team-oriented culture, this is the perfect opportunity for you.

Benefits

33 days annual leave

Pension (up to 5% matched)

Life insurance (4 x annual salary)

14 hours paid volunteering time

Enhanced maternity pay

Enhanced paternity/partner leave

Private medical cover

Continuous training and support

Excellent work culture

EE Perks: 20% off monthly plan

Qualifications

• Excellent organisational and analytical skills are essential.
• Strong interpersonal skills to develop positive relationships.

Responsibilities

• Provide 5-star administrative support to internal and external clients.
• Manage office diary, meeting bookings, and visitor reception.
• Prepare reports, maintain databases, and handle correspondence.

Skills

Organisational Skills

Analytical Skills

Problem-Solving Skills

Interpersonal Skills

Communication Skills

Job description

Application Deadline: 30 May 2025

Department: Administration

Location: Edinburgh

Description

At EQ Accountants, we believe that at the core of our success is our people. We are more than just a team of financial experts; we are partners in our clients’ journeys. For over 20 years, we have taken pride in championing SMEs, delivering bespoke accounting solutions that drive growth and success for our clients. Our journey from a single office to 11 thriving locations reflects our unwavering commitment to excellence and we are now looking for a talented individual to join us and be part of our exciting growth story.

We are an employer who cares; where individuals are supported to reach their personal and professional goals. We’re committed to continuous learning, providing ongoing training and development opportunities to help you stay ahead of the curve. This includes investing in the latest technology, sharing best practice and creating a One EQ ethos that brings our values to life.

There has never been a more exciting time to join EQ!

Role overview


As an Administrator your ability to ensure the smooth and efficient running and development of the administration function within your office, will be critical to our success.

Your ‘go to’ person is the Regional Administration Lead who will coach, support, and challenge you not only to succeed in your role but to realise your potential and career aspirations at EQ.

Key Responsibilities

Your aim is to ensure that you deliver 5-star administrative support to your internal and external clients under the following key responsibilities:

First point of contact

• Reception duties, answering and redirecting telephone calls, passing on messages accurately and in good time.
• Answering online administration queries.
• Receiving and directing office visitors and providing refreshments.
• Maintaining a pleasant visitor environment.
• Keeping the office diary up to date
• Ensuring the booking of meeting rooms.
• Assessing needs and providing reception cover support in other offices when required.

Mail

• Opening, stamping and distributing mail.
• Arranging postage and outgoing distribution of mail.

Meetings and events organisation

• Booking meetings and scheduling events.
• Liaising with internal clients to understand meeting room requirements.
• Booking meetings and meeting rooms, organising equipment and catering.
• Setting up and clearing down meetings and ensuring that meeting rooms are maintained to a high standard.
• Making travel arrangements and following up with itineraries for internal clients.

Stationery and supplies

• Maintaining and stationery inventory
• Ordering office stationery and supplies
• Ensuring we are well stocked with stationery and supplies.

Data, reports and correspondence

• Preparing regular reports and presentations.
• Maintaining databases and filing systems including inputting new clients, maintaining client personal details, changing engagement team details, creating workflows and running reports as required.
• Organising, storing and printing documents as needed.
• Producing debtor statements.
• Taking and distributing meeting minutes.
• Creating, amending and producing client letters.
• Printing client letters after review by Partner/Manager
• Ensuring all enclosures are included and correct.

Finance

• Providing debtor statements
• Processing client cash and receipts
• Handling streamline payments.
• Petty cash management.
• Purchase invoices payable.
• Printing and emailing bills.
• Automated statements.
• Bank audit letters.

Facilities management

• Ensuring the office environment is well organised and in a good state of repair. Following up with trades to arrange maintenance work.
• Ensuring the office remains compliant with the firm’s health and safety policy and regulations.
• Providing new starts with access codes, keys etc.

Process mapping

• Working with the Admin Lead to create and map existing and new administration processes.

Colleagues support

• Training new colleagues in administrative processes where appropriate.

Continuous improvement

• Working to continuously improve the firm’s administrative processes and function.
  
  

Our Ideal Candidate will be

• Someone with excellent organisational, analytical, and problem-solving skills and will be comfortable in working reactively to tight deadlines.
• Someone with strong interpersonal skills and be great at developing positive working relationships at all levels and across all functions of the Firm.
• An excellent communicator who can engage and influence effectively at all levels of the firm.
  
  

Why work for EQ?

We are an employer who cares; where individuals are supported to reach their personal and professional goals. At EQ, you’ll find a supportive environment where your goals are our goals. We’re committed to continuous learning, providing ongoing training and development opportunities to help you stay ahead of the curve. This includes investing in the latest technology, sharing best practice and creating a One EQ ethos that brings our values to life.

With our recent growth, we have been able to deliver Phase Two of our benefits enhancement plan…and we are not stopping there!

When you join EQ you can expect:

• Competitive salary
• 33 days annual leave, with additional leave entitlements after three and five years' service
• Pension (up to 5% employee contribution, matched by EQ)
• Life insurance (4 x annual salary)
• 14 hours paid volunteering time
• Enhanced maternity pay
• Enhanced paternity/partner leave and pay
• Hybrid (one day working from home, following probation)
• Private medical cover (subject to conditions)
• Income protection
• EE Perks: 20% off your monthly plan. Plus, 5 additional codes for family and friends.
• Continuous training and support
• Excellent work culture with social events throughout the year

If you’re passionate about people, driven by purpose, and excited to grow with a forward-thinking accountancy firm who are With You every step of the way, we’d love to hear from you.