Administrator in Portsmouth

About Us

Who Are Azets

Azets are a leading firm of Accountants and Business Advisers operating across the UK, Ireland and the Nordics. We have a wide network of employees and an abundance of inspiring opportunities to join one of our many offices! We are a top ten accountancy firm in the UK and are the number one largest SME practice.

Role description

ASSISTING IN THE SMOOTH RUNNING OF THE OFFICE, WITH ACCOUNTABILITY FOR:

• Providing a professional and courteous point of contact for office matters, for clients and colleagues, addressing enquiries promptly, with an excellent customer service ethos, and remaining calm under pressure.
• Managing incoming and outgoing post, and deliveries, to the office efficiently.
• Answering, screening, and forwarding incoming phone calls in a professional manner.
• Maintaining a safe, clean, and welcoming reception area, ensuring compliance with procedures.
• Booking, setting up, and clearing meeting rooms for meetings and events, including arranging necessary equipment.
• Organising team/client meeting lunches and beverages as required.
• Understanding of building security procedures, competence in issuing badges/fobs and managing car parking passes.
• Knowledge of office supply needs and inventory management and complying in line with Azets procurement processes.

PROVIDING EFFECTIVE, GENERAL ADMIN SUPPORT TO THE OFFICE, AND WIDER AZETS UK BUSINESS, INCLUDING:

• Creating and updating documents using the Microsoft Office suite and maintaining high standards of formatting and accuracy.
• Managing general printing and scanning tasks as needed.
• Following up on missing timesheets and ensuring timely submission for the local office.
• Binding accounts accurately and neatly.
• Managing purchase orders efficiently and accurately, and in line with finance processes.
• Proficient in the use of document management systems.
• Engaging in wider team office goals and projects including community/charity projects.
• Handling banking tasks, including cheques, and recording transactions accurately.
• Managing calendars and providing diary support as requested for local office departmental and team meetings.

Providing Technical Administration Support To The Office, Including:

• Maintaining practice management systems and ensuring data quality.
• Facilitating the lifecycle of Letters of Engagement (LOEs) efficiently.
• Expertise in the onboarding processes.
• Supporting in the raising of client invoices including cloud software, payroll and any other invoices as requested.
• Knowledgeable of the invoicing systems and payment processes.
• Understanding of the opportunity management process with knowledge of Leads Go or similar lead management systems.
• Understanding of the process for disengagements and client closures and the ability to manage necessary administrative tasks associated with client closures.
• Knowledge of the Tax investigation and renewal processes.
• Managing and organising data effectively. This includes data entry, data analysis and maintaining databases accurately within Azets guidance.

Skills & Behaviours

CLIENT FOCUS

• Excellent verbal and written communication skills.
• Good client and stakeholder management skills, with the ability to build and maintain relationships at all levels.

General Administration Skills

• Demonstrates strong organisational skills to effectively manage tasks and responsibilities.
• Excellent attention to detail and accuracy in all tasks, ensuring high-quality work output.
• Proficient at multi-tasking and successfully working on a number of ongoing tasks at any one time.
• Applies problem-solving techniques to address challenges and find practical solutions.
• Awareness of, and compliance with, Azets policies and procedures, as detailed on The Hive.
• Proficiency in the Microsoft Office Suite including Word, Excel, PowerPoint and Teams.
• Competent in key performance software, with support, including CCH, Microsoft Office, Azets Reach, CoZone.
• Good understanding of anti-Money Laundering and other mandatory regulatory compliance together with obtaining a sound understanding of internal processes and individual responsibility for reporting breaches.
• Basic project management skills in order to deliver work on time and to budget.
• Commitment to maintaining confidentiality and upholding ethical standards in all aspects of work.

Technical Administration Skills

• Has an awareness of the budgeting timescales, for particular aspects of assignments, on chargeable tasks.
• Careful timesheet narration for chargeable work capturing accurate analysis of work undertaken, completed daily.
• Familiarity with practice management system including timesheets and expenses.

BEHAVIOURS

• A friendly, collaborative nature and a desire to help.
• Able to take work instructions and work under the supervision of, and directed by, more senior colleagues.
• Takes personal responsibility for timekeeping and attendance and demonstrates flexibility to meet business requirements.
• Confident to escalate issues if workload is challenging and request additional information if more knowledge is required.
• Remains calm and professional at all times.
• Displays flexibility to assist with ad hoc tasks and/or support to other areas of Azets outside of own office.
• Ability to work independently and as part of a team, with a proactive and flexible attitude.
• Takes ownership of personal development.
• Adaptability and willingness to learn new skills and take on additional responsibilities as needed.
• Willingness to build awareness of basic industry/accounting knowledge through on-the-job learning.
• Understands the Azets core group values and strives to demonstrate them.

Our benefits include hybrid & flexible working, birthday leave, professional subscription and much more. You can find out more about how we reward our colleagues - Careers | Rewards And Benefits | Azets UK.

Interested in hearing more about Life at Azets.