Office Administrator

**Job Role Pack: Office & Payroll Administrator**

**Job Title: Office & Payroll Administrator**
**Location: West Horsley**

**Reports to: Managing Director**

**Job Summary**:
Are you looking for the next step in your career?

Established in 2005 our client is a Surrey based accountancy and business advisory enterprise that has supported over 700 clients and businesses. They pride themselves specialising in all aspects of
Accountancy including Bookkeeping, Payroll, Tax planning, to the provision of Financial and
Management Reports.

They are a small, friendly, dynamic team and are seeking an experienced office administrator to join them as they look to take the practice to the next level. They are seeking an ambitious, hands-on practical person to work with the Directors and are willing to develop themselves and others around them.

This is a fantastic opportunity for someone who wants their own diverse portfolio, working with their client’s in some exciting industries and sectors.

You will be a team player and a go to person, that is comfortable working in the office most of the time. The office is based in a lovely semi-rural location, so it is necessary for you to have your own transportation.

They are all about developing their people and you will get the structured support you need to develop your career.

**Key Responsibilities**:
**General Admin/Office Management**:

- Liaise with clients on phone and in person as the first port of call for both, and when meetings are delayed
- Open post and scan to clients, staff, and team documents daily
- Assist with Company Formations, mainly assisting if help is needed
- Provide General PA work for the team, including supplying relevant documents for CIMA registration renewal
- Handle HR calls and keep staff files up to date
- Assist with PI & Office Insurance Renewals
- Liaise with building management re visits and work needed to the building and new Lease

Agreements
- Handle general HR and relationship building with staff and answer any queries raised
- Sort computer and phone issues
- Chase clients for info and approvals to assist accountants
- Assist with Client Returns
- Schedule and manage Cleaner visits, reminding staff to clear up, clear up the kitchen etc., and scheduling future visits
- Order office supplies and stationery
- Purchase general office supplies when needed
- Load Vantage claims and assist staff to add documents
- Be involved in Induction Process for new staff
- Supply payroll client documents to Accountants (p60's etc.) even though on Payroll Bureau
- Create monthly projects against financial forecast to ensure visibility for each accountant of their workload
- Take care of recycling and other office-related duties
- Check HMRC CT agent lists against entities and raise any queries with management or accountants
- Resolve issues/queries from clients when staff not working when clients forward to me following out of office replies from accountants
- Organise staff events/meals when necessary

**Payroll**:

- Process monthly payrolls
- Upload pension contributions
- Chasing staff at month end to ensure all payrolls are run and filed correctly on Xero
- Prepare Pension Regulator Declarations and Re-declarations
- Submit CIS returns when appropriate
- Load payslips for clients to Paydashboard
- Prepare pension reports and control sheet completion for pension contributions

**Sales and Supporting**:

- Schedule/re-schedule internal meetings and accounts review sessions due to workload, including spending large amounts of time helping and training newer delivery staff
- Arrange 1:2:1 meetings and subs for BNI
- Assist with Business Development, using previous experience to glean as much info as possible for potential new clients and booking calls/meetings
- Prepare EL's to assist with workload
- Forecast monthly and annually and constant additions/changes regarding new clients/additional work for existing clients
- Provide General PA work, including booking personal appointments occasionally and scheduling leave etc. in the calendar
- Check inbox and junk 3-4 times daily to flagging anything urgent

**Person Specification**:

- Proven experience in office management/administration and bookkeeping
- Proficient in payroll, pension contributions, and general HR duties
- Excellent organisational skills and attention to detail
- Strong communication skills, both written and verbal
- Ability to multitask and prioritise effectively
- Proficient in MS Office and other relevant software
- Ability to work independently and as part of a team
- Good problem-solving and decision-making skills
- Experience in sales support

**Salary**: £22,000.00-£25,000.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Ability to commute/relocate:

- West Horsley: reliably commute or plan to relocate before starting work (required)

Work Location: In person