Job Description

Job Overview

We are a small, friendly and growing Accountancy practice based in Kingswinford. We work closely with small businesses on a daily basis, assisting them with bookkeeping, preparing and filing year-end accounts, running payroll and providing ongoing support across a range of services.

Due to a continued increase in new clients, our administrative workload has grown significantly. Until now, these admin duties have been shared across the whole team, but we are now looking for an Administrative Assistant/Office Manager to take ownership of the majority of these tasks to help support the smooth running of the practice and maintain excellent client service.

We are seeking a highly organised and proactive individual to step into this role. You will be responsible for managing day-to-day administrative functions, improving office efficiency and supporting both the team and our clients. Strong communication skills, attention to detail and the ability to prioritise tasks are essential.

Responsibilities

Client Communication & Correspondence:

Answer the door and greet visitors professionally. Operate a multi-line phone system, answer calls, and respond to client queries--including liaising with HMRC on behalf of clients. Provide excellent customer service through effective phone etiquette, email correspondence, and client follow-ups. Chase clients for information and jobs to be booked in and manage client refunds, including correspondence with HMRC for updates.
Administrative & Office Support:

Open, sort and distribute incoming post and manage outgoing mail. Maintain organised filing systems--both digital and paper-based--ensuring client files are accurately set up and updated. Scan, upload, and manage documentation in line with paperless office systems. Manage holiday authorisations, calendars, appointments, and meeting scheduling. Perform accurate data entry and clerical duties such as typing, proofreading documents, and preparing correspondence.
Client Onboarding & Professional Documentation

Prepare new client packs and set up new client files. Write professional clearance letters and prepare quotes for prospective clients. Enter authorisation codes to gain HMRC authorisation for clients.
Finance & Credit Control

Carry out basic credit control duties, including monitoring outstanding payments. Use Sage to prepare invoices, issue client statements, and support basic bookkeeping tasks.
Business Development & Office Improvement:

Assist in progressing firm operations through improvements such as automated payment systems, paperless processes, and requesting client reviews. Support social media and online presence to promote the firm.
Time Management & Organisation:

Prioritise tasks efficiently to ensure deadlines are met. Maintain attention to detail and accuracy across all administrative responsibilities.

Qualifications

Proven experience in an administrative or office management role is required. Familiarity with the accounting profession is a significant advantage. Experience in customer service or support roles, with a focus on phone etiquette. Strong organisational skills with the ability to manage multiple tasks simultaneously. Proficiency in Microsoft Office Suite (Word, Excel and Outlook). Excellent typing skills with attention to detail for data entry tasks. Ability to maintain confidentiality and handle sensitive information appropriately.
Join us in creating a welcoming environment while ensuring operational excellence. If you possess the necessary qualifications and are eager to contribute to our team's success, we encourage you to apply.

Job Type: Full-time

Pay: 26,000.00-30,000.00 per year

Benefits:

Company pension Free parking On-site parking
Work Location: In person