Office Personal Assistant

2 weeks ago

Luton Bedfordshire, United Kingdom LMJ Group Full time

Position Type: Full Time – Monday to Friday Location: Luton (On-Site) Company: LMJ Accountants Ltd About the Role LMJ Accountants Ltd is seeking a highly organised, proactive and professional Office Personal Assistant & Office Administrator to support the Managing Director and the wider operational team. This role plays a central part in ensuring smooth day-to-day operations, excellent client service, and strong coordination across the business. The ideal candidate will have excellent communication skills, meticulous attention to detail, and the ability to manage multiple tasks efficiently. This position covers a blend of administration, diary management, client management, debt recovery, supplier coordination, onboarding support, and general office operations. Key Responsibilities 1. Executive Support & Diary Management Manage the Managing Director’s diary, scheduling meetings, maintaining calendars and ensuring the MD is well-prepared. Handle confidential emails, calls and correspondence with professionalism and discretion. Prepare agendas, meeting packs, minutes and follow-up actions. Provide regular updates on client matters, workflow status, fee recovery and operational issues. 2. Client Management & Onboarding Act as the first point of contact for clients, handling queries and directing them to the appropriate team members. Maintain accurate client records and update internal systems, including archiving documents according to firm protocols. Assist with organising client meetings and preparing necessary documentation. 3. Office Administration & Operational Support Carry out reception duties, answer phones, greet visitors and maintain an organised office environment. Manage office supplies, equipment servicing, stationery requests and general administrative duties. Coordinate internal staff meetings, including preparing agendas, documentation and action lists. 4. Support to Operational Team (Onboarding, Debt Recovery & Supplier Management) Work collaboratively with the operations team to ensure efficient client onboarding, completing all checks and documentation to a high standard. Assist with monitoring outstanding invoices, supporting debt recovery processes, and liaising professionally with clients regarding overdue fees. Support the management of Supplier relationships, including tracking invoices, checking bills, managing payments and maintaining a clear renewal schedule. Maintain accurate logs of communications and ensure issues are escalated promptly where required. Qualifications & Skills Required Bachelor’s degree or equivalent experience preferred. 2–3 years of office administration/PA experience, ideally within an accountancy or professional services firm. Excellent communication, interpersonal and client service skills. Strong organisational ability with the capacity to multitask and meet deadlines. Proficiency in Microsoft Office (Word, Excel, Outlook). Experience with Xero or accounting software is an advantage. Professional telephone manner and ability to handle client interactions confidently. High levels of integrity, confidentiality and discretion. Right to work in the United Kingdom. What We Offer A friendly, supportive and professional working environment Opportunities for skill development and career progression Exposure to senior-level operations within an accountancy practice

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