Reception / Administrator (Office & Client Support)
Type: Full-time, Office-based
The Role
We are looking for a proactive and organised Administrator to support the day-to-day running of a busy professional services office. This is a varied role, ideal for someone who enjoys a mix of administration, client interaction, and operational support.


Key Responsibilities
Office & Administrative Support (Daily)
*Managing incoming/outgoing post and deliveries
*Answering and forwarding calls, dealing with client enquiries
*Preparing cover letters for various departments
*Following up with clients on accounts packs
*Contacting HMRC and Companies House as required
*Scanning and saving documents accurately
*Monitoring office supplies and stationery
*General ad-hoc office administration


Front of House & Office Management
*Booking visitors and greeting clients
*Supporting with meeting arrangements (tea/coffee preparation)
*Preparing lunch lists and maintaining kitchen areas
*Managing office tidiness (dishwasher, bins when required)
*Ordering office refreshments


Document & Workflow Management
*Managing paperwork in/out for accounts jobs
*Guiding clients on accessing documents via online portals
*Ensuring documents are organised and centrally stored


Monthly Tasks
*Downloading VAT statements and updating internal trackers
*Monitoring year-end processes and chasing clients
*Sending course/webinar communications


Client Onboarding (Preferred Experience)
*Preparing clearance letters (individuals, companies, audit)
*Assisting with risk questionnaires
*Preparing engagement letters and agent authorisations
*Supporting with KYC checks


Company Secretarial Support (Desirable)
*Preparing company structures and invoices
*Filing confirmation statements
*Updating fee schedules
*Preparing and submitting documents to Companies House / HMRC
*Supporting with VAT registrations/deregistrations
*Client follow-ups and general secretarial admin


Finance Support (Future Development)
*Xero reconciliations
*Raising invoices
*Supporting with banking (cash/cheque deposits)
*Checking onboarding fees


Key Skills & Experience
*Strong organisational and time management skills
*Confident communicator with a professional phone manner
*High attention to detail
*Proactive and willing to support across different areas
*Experience in an accountancy or professional services environment (desirable)
*Familiarity with HMRC, Companies House, or similar processes (advantageous)


Location
*North West London (office-based role)