Office Administrator - Accounting Practice

Remote Choice; Remote; ZAR 300 000 - 450 000; Full time

Job summary

A UK-based accounting practice is looking for a meticulous and proactive Office Administrator to support operations. This role includes managing client onboarding, maintaining data integrity, and ensuring client satisfaction. Candidates must excel in communication, organization, and have a high level of attention to detail. The position offers the chance to work fully remotely while ensuring the practice's workflows remain efficient and effective.

Qualifications

• Strong organisational and prioritisation skills are essential.
• Excellent communication skills to interact with clients effectively.
• Attention to detail is crucial for accurate record keeping.

Responsibilities

• Manage all administrative aspects of onboarding new clients.
• Take ownership of client data in the management system.
• Maintain a recurring client check-in schedule.

Skills

Excellent written and verbal communication skills

Strong organisational and prioritisation ability

High attention to detail

Confidence to make judgement calls

Understanding accounting processes

Comfortable working remotely

Respect for confidentiality

Job description

Job Title

Office Administrator - Accounting Practice

About The Opportunity

A UK-based accounting practice is seeking a highly capable Office Administrator to support the smooth and efficient running of the firm. The practice provides compliance, advisory, and ongoing support services to a diverse client base. This is a critical operational role focused on strengthening internal workflows, maintaining system integrity, and enhancing the overall client experience. The successful candidate will play a central role in how the practice operates day to day.

Purpose of the Role

This position acts as the operational backbone of the practice. The Office Administrator takes full ownership of administrative systems, client coordination, and workflow control, operating with precision, initiative, and accountability. The role requires independent thinking, anticipation of needs, and continuous improvement of processes – not task‑by‑task instruction.

Role exists to:

• Reduce operational risk
• Protect senior staff time
• Ensure client information is complete, accurate, and accessible
• Make the practice – and its clients’ lives – easier and better

This is not a junior administration role.

The ideal candidate

• Is a self‑starter who takes initiative
• Does not wait for instructions when next steps are clear
• Thinks in systems rather than isolated tasks
• Takes pride in accuracy, follow‑through, and ownership

Key Responsibilities

• Client Onboarding & Offboarding (End‑to‑End Ownership)
  • Manage all administrative aspects of onboarding new clients
  • Issue onboarding packs and request required information
  • Coordinate engagement letters, e‑signatures, and document storage
  • Set clients up in all relevant systems once trained (e.g. Xero, Dext)
  • Ensure onboarding is only marked complete once all systems, data, and tasks are accurate
• Manage professional client offboarding, including access removal, task closure, and record finalisation
• Practice Management System Ownership – Karbon (Introduced after training)
  • Take ownership of Karbon data integrity and task structure
• Client Data Control
  • Ensure all clients are correctly set up in Karbon
  • Maintain Karbon as the single source of truth
  • Ensure core client data is complete and accurate at all times, including:
    • Legal entity details
    • Contact information
    • VAT numbers and status
    • Company registration numbers
    • Directors and key contacts
• Task & Workflow Setup
  • Ensure all required tasks are loaded once a client is onboarded, including:
    • Recurring compliance tasks
    • Once‑off tasks (onboarding, clean‑ups, migrations, special projects)
  • Apply correct templates, frequencies, owners, and deadlines
  • Ensure no client exists in Karbon without a complete and accurate task list
  • Review task setup before the client is marked active
  • Periodically review existing clients to ensure tasks remain accurate and relevant
  • Identify and resolve missing, duplicated, or outdated tasks
  • Keep Karbon clean, reliable, and usable for the wider team
• Compliance & Administrative Support
  • Prepare and submit confirmation statements
  • Maintain compliance trackers and filing diaries
  • Send clear, structured information requests to clients
  • Proactively track and follow up on outstanding information
  • Perform basic checks (e.g. bank balances vs statements) and flag issues early
• Monthly Firm Reporting – Support Role
  • Assist with gathering information for monthly firm reporting
  • Proactively follow up with team members for missing inputs
  • Ensure submitted information is complete and accurate
  • Develop a working understanding of firm reports and key metrics
  • Flag inconsistencies or gaps for senior review (Final responsibility for reporting remains with senior staff)
• Client Communication & Experience
  • Maintain a recurring client check‑in schedule (minimum every six months)
  • Identify opportunities to request Google reviews following positive engagements
  • Send birthday messages, festive communications, and key client updates
  • Ensure clients feel supported, informed, and valued
• Phone & Query Handling
  • Answer incoming calls professionally and confidently
  • Direct calls appropriately or take accurate messages
  • Log all queries and ensure follow‑up through to resolution
• Inbox Management (Introduced at a Later Stage)
  • Will be introduced once the successful candidate has
    • A strong understanding of the practice and its clients
    • Demonstrated sound judgement and reliability
    • Proven ownership of Karbon and internal workflows
  • This will include triaging emails, flagging priorities, and creating Karbon tasks.

Skills & Experience Required

• Excellent written and verbal communication skills
• Strong organisational and prioritisation ability
• High attention to detail
• Confidence to make judgement calls and escalates when appropriate
• Ability to understand accounting processes at a high level
• Comfortable working fully remotely and managing workload independently
• Absolute respect for confidentiality

Personal Attributes

This role is well-suited to someone who is:

• Meticulous
• Proactive
• Highly organised
• System‑minded
• Comfortable with responsibility and ownership

This role is not suitable for someone who:

• Requires constant instruction
• Avoids decision‑making
• Prefers narrow task lists with limited accountability