Xeinadin
Office Administrator - Aylesbury
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Office Administrator - Aylesbury
Office Administrator – Aylesbury (Vacancy No: VN2223)
Company Description
Xeinadin was established in 2019 when leading business advisory and accountancy practices across the UK and Ireland united to redefine accountancy. Our mission remains rooted in delivering trusted, locally focused business support to SMEs through collaborative relationships. With over 3,000 colleagues, our regional offices combine expertise to drive growth—while offering employees future-focused opportunities aligned with their specialisms.
Role Overview
As an Administrator at Xeinadin, you’ll play a pivotal role in supporting key Directors, Associate Directors, and wider teams to ensure smooth, efficient office operations. This involves managing client engagement processes, compliance tasks, and daily administrative duties with proactiveness, exceptional communication, and meticulous attention to detail.
Key Responsibilities
Client & Operational Support
- Deliver exceptional client service, both face-to-face and via phone, fostering a positive, professional experience.
- Maintain client records (engagement letters, IDs, AML documentation) while ensuring regulatory compliance.
- Handle reception duties, including greeting clients, refreshments, and managing phone systems.
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Secretarial & Administrative Tasks
- Provide secretarial support, such as typing accounts, drafting engagement letters.
- Assist with company secretarial functions, including incorporations and submissions to Companies House.
Office & System Administration
- Oversee inventory, office supplies, and IT equipment.
- Support GDPR compliance, managing sensitive data securely.
- Handle billing, registers, and client payment processing.
- Prepare dividends, minutes, and financial reports as required.
Organisational & Logistical Support
- Coordinate diaries, appointments, and meetings; take minutes where necessary.
- Assist with ad-hoc tasks, such as bank visits, and post office runs.
- Engage in process improvement, troubleshooting, and cross-team collaboration.
Key Requirements
Essential Experience & Skills
- Proven administrative experience in accounting firms, with expertise in:
- Managing client records.
- Facilitating billing (invoices, payments, tracking).
- Supporting compliance and financial documentation.
- Strong communication skills—both verbal (client-facing) and written correspondence.
- Proficiency in Microsoft Office Suite and familiarity with IT systems.
- Ability to multitask, prioritise, and thrive in a fast-paced environment.
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Soft Skills & Values
- Client-first mindset: Commitment to exceptional service for internal and external stakeholders.
- Proactive problem-solving and process efficiency.
- Collaborative and approachable with a team-oriented ethos.
- Attention to detail—critical for accuracy in documentation, billing, etc.
Benefits & Terms
Employment Type: Permanent Location: Aylesbury (Office-Based) Salary: Competitive Model: Traditional Office Hours
Core Benefits
- Company Pension Scheme
- 25 days annual leave + bank holidays
- Additional days available at seniority milestones.
- Option to buy up to 5 extra days (total max 30 days/year).
- Extended Christmas closure
- Life Assurance: Cover up to 4x annual salary.
- Enhanced family leave policies and sick pay.
Wellbeing & Support
- Employee Assistance Programme (EAP): 24/7 confidential, free support.
- Corporate Discounts Platform.
Flexible Benefits (Opt-in, self-funded)
- Health insurance (e.g., Critical Illness Cover, Cash Plan, Cycle Scheme).
- Eye/dental/dental-funded care. Terms subject to business needs.
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