Client Services Administrator
4 weeks ago
You, a diligent, organised, Administrator have the opportunity to join a growing accountancy firm with huge ambition. This position will start off as a long maternity cover of 12-15months with excellent potential to be made permanent due to the growth ofthe team. You will provide accurate administration to the database and client accounts, whilst being the first point of contact.
**Client Details**
As the Client Services Administrator, you will work for an accountancy firm that has doubled in size over the past 2-3 years and are looking to expand their Client Services team. You will work in a sociable, friendly, environment with great flexibility.You will only be expected to be in the office 2 days a week.
**Description**
The Client Services Administrator is expected to:
Prospects/New Clients:
First point of contact for all prospect inquiries.
Identify, introduce, and arrange initial discussions with the appropriate manager or director.
Weekly follow-up on prospects to ensure a fee quote has been sent and document reasons for lost prospects.
Monitor and provide weekly management updates to the Senior Client Relationship & Operations Manager, Tax Managers/Directors, and Managing Director regarding prospects and new clients.
Oversee and manage the client engagement letter process, reviewing the engagement letters and data entry to ensure accuracy and completion within the proposed 48-hour turnaround time.
Transfer all WIP from Prospect code when created as a client on CCH. This action needs to be made straight after the "covert to client" action has been made.
Monitor the collation of Anti-money Laundering (AML) documents, certification, and record-keeping to ensure legal requirements are met to help minimise risk to the business.
Client Service:
Ensure all client service issues are dealt with per the firm's client service standards, providing appropriate updates to clients, updating the internal database, and liaising with the client manager/director if further information is required.
Assist the Senior Client Relationship & Operations Manager in business development initiatives and third-party relationship management as it pertains to client service.
Weekly WIH meetings including follow-ups with the Senior Technical team: Managing Director, Tax Director, Associate Directors, Senior Manager, and Tax Managers.
Database:
Proactive management of the day-to-day maintenance of the company's client databases, and all related administrative functions, providing daily support to the technical staff and Senior Client Relationship & Operations Manager.
Take ownership of the database systems by proactively managing and ensuring the technical staff follows database protocols, targeting 100% accuracy in database records
Create, modify and/or maintain client records in Microsoft Access (Database), CCH, ProSystems EFS, eSign/OneClick, and any other system holding client records.
Monitor and update all action items/requests in the Database from the designated mailboxes for the technical staff to ensure all updates are recorded on all respective databases.
Export and update spreadsheets and forms as required for Database management and processes, identifying, and correcting any corrupt or inaccurate records.
Prepare electronic mailouts for routine and deadline-related UK and US client organisers/client information requests and filing/payment reminders.
Helping the tax team in arranging the US extensions process throughout the year, preparing and e/paper filing individual and business extension forms, and updating the database.
Maintain and manage E-filing for all tax filings, ensuring that all filings are confirmed and notifying the technical team of any rejections.
Manage and prepare periodic KPI reports for management as necessary or requested.
Undertake CCH and systems induction training for all company new joiners, updating and/or collating training materials as requested.
Assist with staff training for any database or systems updates.
Liaise with external IT consultants pertaining to databases.
Assist the Senior Client Relationship and Operations Manager to create a new Microsoft Access client database and other ad hoc projects.
**Profile**
- Administration experience
- Organisation and prioritisation skills
- Good communications skills
- Professional Service experience would be desirable but not essential
**Job Offer**
You will be rewarded with a salary of 30k with company benefits and the potential to be made permanent.
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