Office Administration Assistant
6 days ago
About the Role
We are seeking an experienced and skilled Office Administration Assistant to join our team at Azets. As an Office Administration Assistant, you will be responsible for providing administrative support to our office, ensuring the smooth running of our operations, and maintaining a high level of customer service.
Key Responsibilities
- Providing a professional and courteous point of contact for office matters, addressing enquiries promptly, and maintaining excellent customer service skills.
- Managing incoming and outgoing post, deliveries, and maintaining a safe, clean, and welcoming reception area.
- Answering, screening, and forwarding incoming phone calls in a professional manner.
- 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, complying with Azets procurement processes.
Administrative Support
- Creating and updating documents using the Microsoft Office suite, 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.
Technical Administration Support
- 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, including data entry, data analysis, and maintaining databases accurately within Azets guidance.
Requirements
- Excellent verbal and written communication skills.
- Good client and stakeholder management skills, with the ability to build and maintain relationships at all levels.
- 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, including CCH, Microsoft Office, Azets Reach, and 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.
What We Offer
We offer a range of benefits, including hybrid and flexible working, birthday leave, professional subscription, and more. You can find out more about how we reward our colleagues.
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