Office Administrator/Operations Co-Ordinator

This varied trainee role is a fantastic opportunity to develop office administrative and management skills in a central London professional accountancy firm. Based in a sociable office with a close-knit team the office is located within 5-10 minutes of City Thameslink, Chancery Lane and Farringdon stations.

Responsibilities
Reception cover:
- Answering phones, transferring calls and taking messages.
- Typing, filing, scanning and photocopying
- Dealing with incoming and outgoing post, visiting the post office when required, ordering stamps and managing the franking machine. Drafting letters and getting them signed off by Partners.
- Delivering papers to Companies House/HMRC
- Answering door and bringing guests to meeting room
- Managing the conference room bookings and preparing the conference room
- Cashing cheques at the bank and keeping the cheque log book up to date
- Taking payments over the phone and issuing receipts
- Being aware of staff whereabouts and updating deskbird when necessary
- Taking down the daily timesheet of one of the partners

Admin:
- Keeping the client databases up to date. This includes CCH, Trello and Inform Direct
- Adding new clients to the database and preparing the engagement letters to be sent out.
- Running Smartsearch reports on new clients for AML purposes
- drafting invoices and sending to client
- On a monthly basis, requesting bank audit confirmations through confirmation.com, reminding Partners when it is time to send out a new one. Requesting action from clients as necessary
- sending out a mail merge to request tax information
- Assisting colleagues with scanning and ensuring all documents are uploaded to document manager.
- Any other admin duties as required

Office management:
- Liaising with cleaners to ensure offices are kept clean and tidy. Dealing with them when issues arise.
- Requesting confidential waste collections with cleaners.
- Dealing with the building managers and reporting issues to them.
- Making sure office is fully stocked and ordering supplies (stationery, fruit, milk, water and kitchen items). Other ad hoc items.
- Organising staff social events such as the Christmas party and our summer social. Researching different venues and enquiring about availability. Arranging for payment and sending out the menu to staff.
- Making sure phone and laptops are set up for new members of staff. Making sure they know our health and safety procedures and helping them to settle in.
- Managing incoming and outgoing client records and arranging couriers.
- Booking colleagues on to health and safety courses and making sure we are compliant. Making sure the certificates are displayed.

The successful candidate will demonstrate the following:
• A proactive attitude to work with use of initiative
• Ability to learn with speed and ease
• Prioritisation skills
• Good telephone manner
• Knowledge of Microsoft Office skills
• A keen eye for detail

Benefits

- A grant chance to work progress your career with a close-knit firm in a buzzy, sociable working environment.

- Good for progression (upwards and sideways movement available, due to the variety of work on offer).