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We are seeking an enthusiastic, highly organised, and proactive Administrator to join our growing team in Birmingham. The successful candidate will play a vital role in providing high-quality administrative, secretarial, and operational support to our managers, partners, and wider team, as well as delivering excellent front-of-house service to our clients.
This is an excellent opportunity for an experienced administrator looking to develop their career within a supportive, fast-paced, and progressive accountancy practice environment.
Key Responsibilities
Reception & Client Services
- Act as the first point of contact for the practice; greet clients warmly and provide refreshments during meetings.
- Primary backup (2nd line) for answering incoming telephone calls in a professional manner.
- Open, scan, rename, and digitally archive daily mail into client folders; manage outgoing post and handle client mail redirection requests.
Practice Administration & Typing
- Assist managers and partners with diary management and meeting coordination.
- Audio/copy typing of general client letters, reports, and administrative correspondence.
- Manage office stationery, perform scanning/copying tasks, and provide cover for Reception during staff absences or holidays.
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Company Secretarial & IRIS System Management
- Set up new client records on IRIS; handle professional clearance requests and client information requests.
- Register new companies with Companies House; process share forms (including share-for-share documentation) and handle statutory updates (e.g., changes of address, year-end adjustments, satisfying charges).
- Generate monthly confirmation statements, email them to clients for approval, file them electronically with Companies House, and roll forward internal job statuses.
Compliance & E-Filing Support
- Electronically file completed statutory accounts with Companies House and roll jobs.
- Maintain and monitor the accounts filing deadline list, actively updating managers on upcoming monthly due dates and chasing overdue client documentation.
- Prepare Corporation Tax letters to clients and assemble manager reports for fortnightly internal meetings.
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Invoicing & Billing
- Assist with standard monthly billing runs.
- Handle general invoicing, write-offs, and administrative processing at month-end.
Essential Skills and Experience
- Prior experience in an administrative, practice support, or secretarial role (experience within an accountancy practice or professional services firm is highly desirable).
- Familiarity with accounting administration software (such as IRIS) and standard office databases is a strong advantage.
- Strong general IT skills, including proficiency in Microsoft Office applications (Word, Outlook, Excel).
- Outstanding written and verbal communication skills with a professional, client-focused approach.
- Excellent time management and organizational skills, with high attention to detail and the ability to manage competing deadlines.
- Strong understanding of confidentiality when handling sensitive client information.
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