Senior Administrator

Portfolio are proud to be representing our client in their search for a Senior Administrator. We are looking for someone with a strong background in general office administration to provide support to the office and wider business. Working for a leading firm of Accountants and Business Advisors, this is a very varied and fast paced role, requiring good organisation, accuaracy and attention to detail.

Liaising with colleagues at all levels, you will be a main point of contact within the office for all admin support, diary management, organising meetings, maintaining systems etc. If you are looking for a new challenge and have the relevant experience and skills, please apply today and we'll be in touch!

Role description

Experienced and proficient in the Administrator tasks, with additional ownership for:

• Answering, screening, and forwarding incoming phone calls in a professional manner
• Responsible for office key management, security, and access management
• Knowledge of office supply needs and inventory management and complying in line with Azets procurement processes
• Ability to serve as a point of contact for various office matters, addressing enquiries promptly
• Acts as a main point of contact for contractors, organising and coordinating their services when necessary

PROVIDING EFFECTIVE, GENERAL ADMIN SUPPORT TO THE OFFICE, AND WIDER AZETS UK BUSINESS, INCLUDING:

• Creating and updating documents using the Microsoft Office suite and maintaining high standards of formatting and accuracy
• Proficient in the use of document management systems
• Managing the employee starter & leaver process for the office, including organising welcome packs for new starters
• Supports the induction/onboarding process for new staff joining Azets
• Managing calendars and providing diary support as requested for local office departmental and team meetings
• Books travel and accommodation arrangements in line with company policy
• Creates expenses for chargeable staff accurately and promptly

PROVIDING TECHNICAL ADMINISTRATION SUPPORT TO THE OFFICE, INCLUDING:

• Maintaining practice management systems and ensuring data quality
• Facilitating the lifecycle of Letters of Engagement (LOEs) efficiently
• Expertise in the onboarding processes
• Raising client invoices including cloud software, payroll and any other invoice as requested
• Knowledgeable of the invoicing systems and payment processes
• Understanding of the opportunity management process with knowledge of Leads Go or similar lead management systems
• Understanding of the process for disengagements and client closures and the ability to manage necessary administrative tasks associated with client closures
• Knowledge of the Tax investigation and renewal processes
• Managing and organising data effectively. This includes data entry, data analysis and maintaining databases accurately within Azets guidance
• Prepares comprehensive client packs for chargeable staff, ensuring accuracy and completeness
• Conducts thorough proofreading of documents to ensure accuracy and professionalism
• Provides support for ad-hoc project work, ensuring timely completion and delivery

TEAM MANAGEMENT

• Mentors and coaches administrators, fostering their professional growth and development
• Coordinates a small team of administrators, managing workload distribution effectively
• Assists with hiring and training administrative staff, coordinating leavers, and collaborates with HR as needed

SUPPORTING THE OFFICE ON BUSINESS DEVELOPMENT AND EMPLOYEE ENGAGEMENT ACTIVITIES, SUCH AS:

• Organising office/marketing events with current and prospective clients
• Organises company events, meetings, and conferences, managing logistics and coordination
• Supporting Business Development activities by development of proposals
• Owning the delivery of employee engagement activities including actions from D&I & ESG initiatives etc
• Preparing timesheets for maternity and long-term sickness, supporting chargeable staff as needed

Our benefits include birthday leave, professional subscription, Health and Wellbeing benefits, 33 days Annual Leave and much more.

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