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Office Administrator
2 weeks ago
CJH consultancy services are looking for a full time
Office Administrator to run their busy office based in Caterham, Surrey.
We are well known for delivering high quality services and support in all areas, we pride ourselves in giving our clients peace of mind and confidence when planning for themselves and their loved ones
Reporting to the Managing Director, the
Office Administrator will be responsible for the day-to-day office administration and ensure the smooth running of the office.
Main Responsibilities:
- Assisting with the draft preparation of documents and deeds and seeking approval from external solicitors when required
- Assisting with binding/preparation and checking of all final documents
- Checking of all signed documents/deeds and liaising with clients
- Take telephone instructions from clients and assist with preparing invoices. Check signatures, liaising with the client throughout, to then pass details to Senior Administrator for document preparation.
- Liaison and preparation of all documentation with the Land registry office
Accounts Administration
- Administration of all postings and bank reconciliations on Inhouse system daily ready for entry onto 'Sage'.
- Process debit card payments via Direct Pay, note in client Activity Sheet and print receipts, sending copy to client.
- Administer online banking as needed, downloading statements, writing cheques and paying bills by cheque or BACS as required.
- Prepare regular bank reconciliations and statements balancing the nominal ledger with the bank balances for all the Executors accounts.
Office Admin.
- Open, scan, sort & log all incoming post
- Answer all incoming calls to the office and respond politely and efficiently
- Log outgoing post and take to the Post Office daily recording signedfor post, filing receipts and listing all probate postal disbursements
- Demonstrable experience in office administration, experience of working within estate planning or financial services is desirable
- Excellent organisational skills and attention to detail
- Excellent customer service skills to be able to deal with clients both over the phone and in person
- Good standard of spelling, grammar and punctuation with the ability to spot mistakes
- Effective time management and the ability to prioritise work, must be able to respond to tight deadlines on occasions
- Proficient in Microsoft Office Suite. Knowledge of Sage, PAYE, Sure Wills (Internal Software for producing Wills) Land Registry Portal and use of Direct Pay would be a distinct advantage
Full time hours are 37.5 hours per week Monday to Friday, office hours are 9.30 am until 5.00 pm but there is some flexibility on start/finish times, 4 working days per week will be considered, position is available to start with immediate effect.
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