Administration Co-ordinator

We are recruiting for the following position for our Darlington office.

Type: Full Time/Permanent

Location: Darlington

Administration Co-ordinator – The Role

Role Summary

Reporting to the Administration Manager, the role involves providing administrative support to clients and departments for the relevant office to ensure a professional, consistent, and excellent administration service is provided to all stakeholders.

Main Tasks and Responsibilities

• Answer incoming calls, directing the calls as appropriate and taking and passing on messages to the relevant person if the call cannot be answered, assisting clients with portal queries.
• Meet and greet clients/visitors on arrival and deal with any queries, make refreshments for visitors, clear crockery from meeting rooms after use and wipe the tables down, take deliveries.
• Provide administration support to all departments including producing letters, formatting Word documents, scanning correspondence into VC, binding documents, emailing clients, printing/posting letters to clients and portal publishing.
• Assist with the preparation and sending of engagement letters, chasing outstanding engagement letters, and updating the CODB.
• Open, prepare, scan the incoming/outgoing post, distribute incoming post and frank outgoing post.
• Assist with ordering stationery and office supplies as and when required and keeping the Finance department aware of costs.
• Accept deliveries, put stock away and liaise with the relevant department as required.
• Assist with the disengagement process including sending professional clearance and updating the CODB.
• Arrange meetings for clients, partners and colleagues including draft accounts meetings, pre-year end meetings, book meeting rooms and order lunches where required.
• Prepare and send out Year End Board minutes.
• Assist with potential new clients, requesting/chasing ID, professional clearance, completing smart searches and updating the CODB.
• Set up new clients on the systems, issue and chase documentation and update the CODB.
• Maintain client records.
• Prepare, send out and chase CS01 checklists, file no change CS01’s and raise/issue CS01 invoices.
• Send out draft and final accounts as required.
• Submit accounts to Companies House, processing of signed accounts and uploading documents into MyWorkPapers.
• Support the manager/assistant manager with contacting contractors to undertake maintenance/repairs as required.

The above list of duties is not exhaustive, and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the role.

Person Specification

• Prior experience in a busy office environment or customer-facing role.
• Proven experience in general administration, data entry, and record-keeping.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent verbal and written communication skills, with a professional telephone manner.
• Strong organizational and multitasking skills with the ability to prioritize workloads.
• High attention to detail.
• Sound understanding of GDPR or data security.
• Have a Business Administration NVQ L3 or have undertaken a business administration apprenticeship or equivalent.
• Experience of working in an accountancy practice in an administrative role.
• Experience of using electronic filing systems.