Administration Assistant

5 months ago

Guildford, United Kingdom Azets Full time

Are you interested in working for a rapidly evolving company?; Interested in working with an industry varied client base across the SME market?; Want to be supported by a learning and development team as you grow?

**Who are Azets**

Azets are a leading firm of Accountants and Business Advisers operating across the UK, Ireland and the Nordics, we have over a wide network of employees and an abundance of inspiring opportunities to join one of our many offices

We are a top ten accountancy firm in the UK and are the number one largest SME practice.
**Role description** ASSISTING IN THE SMOOTH RUNNING OF THE OFFICE, WITH ACCOUNTABILITY FOR**:

- Providing a professional and courteous point of contact for office matters, for clients and colleagues, addressing enquiries promptly, with an excellent customer service ethos, and remaining calm under pressure
- Managing incoming, and outgoing post, and deliveries, to the office efficiently
- Answering, screening, and forwarding incoming phone calls in a professional manner
- Maintaining a safe, clean, and welcoming reception area, ensuring compliance with procedures
- Booking, setting up, and clearing meeting rooms for meetings and events, including arranging necessary equipment
- Organising team/client meeting lunches and beverages as required
- Understanding of building security procedures, competence in issuing badges/fobs and managing car parking passes
- Knowledge of office supply needs and inventory management and complying in line with Azets procurement processes

**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
- Managing general printing and scanning tasks as needed.
- Following up on missing timesheets and ensuring timely submission for the local office
- Binding accounts accurately and neatly
- Managing purchase orders efficiently and accurately, and in line with finance processes
- Proficient in the use of document management systems
- Engaging in wider team office goals and projects including community / charity projects
- Handling banking tasks, including cheques, and recording transactions accurately
- Managing calendars and providing diary support as requested for local office departmental and team meetings

**PROVIDINGTECHNICAL 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
- Supporting in the raising of client invoices including cloud software, payroll and any other invoices 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

**Skills & Behaviours** CLIENT FOCUS**
- Excellent verbal and written communication skills
- Good client and stakeholder management skills, with the ability to build and maintain relationships at all levels

**GENERAL ADMINISTRATION SKILLS**
- Demonstrates strong organisational skills to effectively manage tasks and responsibilities
- Excellent attention to detail and accuracy in all tasks, ensuring high-quality work output
- Proficient at multi-tasking and successfully working on a number of ongoing tasks at any one time
- Applies problem-solving techniques to address challenges and find practical solutions
- Awareness of, and compliance with, Azets policies and procedures, as detailed on The Hive
- Proficiency in the Microsoft Office Suite including word, excel, PowerPoint and TEAMs
- Competent in key performance software, with support, inc CCH, Microsoft Office, Azets Reach, CoZone
- Good understanding of anti-Money Laundering and other mandatory regulatory compliance together with obtaining a sound understanding of internal processes and individual responsibility for reporting breaches
- Basic project management skills in order to deliver work on time and to budget
- Commitment to maintaining confidentiality and upholding ethical standards in all aspects of work

**TECHNICAL ADMINISTRATION SKILLS**
- Has an awareness of the budgeting timescales, for a particular aspects of assignments, on chargeable tasks
- Careful timesheet narration for chargeable work capturing accurate analysis of work undertaken, completed daily
- Familiarity with practice management system including timesheets and expenses

**BEHAVIOURS**
- A friendly, collaborative nature and a desire to help
- Able

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