Office Administrator / Receptionist

360-Recruitment; Rugby; On-site; GBP 25,000 - 30,000; Full time

Job summary

A professional services firm in Rugby is seeking an office administrator to act as the first point of contact for clients and ensure smooth office operations. The ideal candidate should have experience in an administrative role and possess excellent organisational and communication skills. The position involves client onboarding, managing billing, and supporting partners and the team across various tasks.

Qualifications

• Previous experience in an office administration or receptionist role, ideally within accountancy, legal, or professional services.
• Strong organisational skills with the ability to juggle multiple priorities.
• Excellent communication skills and a professional, client-focused approach.

Responsibilities

• Act as the first point of contact: answering calls, greeting clients, handling messages.
• Support client onboarding: prepare engagement letters, complete identity checks.
• Manage client billing: invoicing, card payments, preparing banking spreadsheets.
• Provide administrative support to partners and the team including correspondence.
• Oversee office supplies and ensure the office is tidy and presentable.
• Maintain software subscriptions and manage books/records.
• Assist with organising internal social events and other office activities.

Skills

Organisational skills

Communication skills

Team player

Tools

Xero

CCH

Job description

This is a varied and client-facing role where you’ll be at the heart of the firm’s operations, ensuring the smooth running of the office and providing vital support to both the partners and wider team.

The ideal candidate will bring proven experience in a similar role within a professional services environment… such as accountancy, legal, or financial services, and will be confident handling both client interactions and internal administration.

Key Responsibilities:

• Act as the first point of contact: answering calls, greeting clients, handling messages, and managing incoming/outgoing post.
• Support client onboarding: prepare engagement letters, complete identity checks, set up software (e.g., Xero, CCH), and assist with access to communication platforms.
• Manage client billing: invoicing, card payments, petty cash, receipted invoices, and maintaining banking spreadsheets.
• Provide administrative support to partners and the team, including correspondence, booking training/travel, and ad-hoc tasks.
• Oversee office supplies, equipment (e.g., printers/toners), and ensure the office is tidy, stocked, and presentable.
• Maintain software subscriptions (Xero, Dext) and manage books/records in and out.
• Liaise with clients, professional contacts, tradespeople, and letting agents as required.
• Assist with organising internal social events and other office activities.
• Provide reception cover and general support as needed.

What you’ll need:

• Previous experience in an office administration or receptionist role, ideally within accountancy, legal, or professional services.
• Strong organisational skills with the ability to juggle multiple priorities.
• Excellent communication skills and a professional, client-focused approach.
• A proactive team player who is equally comfortable working independently.