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Office Administrator

4 months ago

Reading, United Kingdom HRCentral Ltd Full time

**Office Administrator**

**Salary**:£28,000 - £30,000 per annum

**Location**:Swallowfield, Reading, RG7 1WY

Blue Peak is a boutique accountancy practice based near Reading, currently looking for an Office Administrator to join its expanding team.

This is a great opportunity to become part of something special; an accountancy practice with a huge client base that differentiates itself from the rest. You’ll be joining the company at an exciting time as they pursue their growth plans, embedding their innovative and dynamic ideas along the way. Each member of the team is pivotal to the success of the company, and the leadership team welcomes contributions and ideas from all.

The role of Office Administrator will provide a high-quality level of support to the senior leadership team and colleagues. You will be committed to the Company’s success and continued growth, and pivotal in ensuring the office environment is well organised and arranged to support the productivity of the team.

In many cases you will be the first point of contact with clients, either on the telephone or in person, therefore you will be key in creating a positive impression of the company and echoing the Company's aims and values. You will also support clients and colleagues with the onboarding and billing processes.

This is a full-time position which will require you to work from the office 5 days a week to ensure a consistent level of support is provided to the team.

**Role responsibilities**:

- General administrative support:

- Taking telephone calls, answering basic client queries, escalating to colleagues as necessary.
- Organising incoming and outgoing post.
- Assist the team with queries, and completion of client admin, including preparation of letters.
- Providing support to the management team, arranging client meetings and assisting with diary management.
- Facilities management
- Preparing the office for meetings, acting as the first point of contact for visitors and welcoming clients.
- Maintaining the office condition and liaising with the landlord to escalate any property issues.
- Maintaining appropriate levels of office supplies and organising orders.
- Manage contract and price negotiations with office vendors, service providers and office lease.
- Day-to-day office organisation and maintenance, completing office housekeeping tasks such as disposing of confidential waste.
- Client onboarding and support:

- Supporting the team with client onboarding, including quoting for work based on our standard pricing templates.
- Providing general advice to clients on the onboarding process and what documentation is required.
- Obtain relevant references and ID, conducting Anti-Money Laundering checks.
- Assist with the calculation and agreement of the billing process with clients.
- Act as a point of contact for client queries and escalating these to the relevant team member as appropriate.
- Managing the billing process, including initial set up and ongoing management of recurring invoices, answering billing questions that clients may have, and carrying out monthly reconciliations to ensure all the billing has been carried out correctly.
- Internal finances and book keeping responsibilities:

- Payment of invoices to suppliers.
- Collecting VAT receipts, updating Xero with whether items have VAT on or not.
- Some reconciliation of our internal accounting system.

**Role requirements**:

- Experience working in an administrative position, ideally in a finance or accountancy setting.
- Willing and eager to learn new skills, and keen to have a meaningful contribution to the company’s growth and success.
- Positive, can-do attitude, helpful and flexible
- Highly organised, with the ability to work under own initiative, manage competing demands and prioritise workload.
- Attention to detail and strong customer service skills.
- Excellent communication skills, both written and verbal.
- Strong ICT skills, including Excel and systems/databases. Experience of accounting systems is desirable.
- Knowledge of Xero or another similar finance package.
- Strong mathematical skills and a love of numbers.