Office Administrator - Aylesbury

Xeinadin was established in 2019 when a number of leading business advisory and accountancy practices across the UK and Ireland came together to re‑imagine the future of accountancy. Our collective mission to provide locally forged, trusted business advice to SMEs through forward‑thinking, close‑knit relationships remains pivotal to our growth. It's our people who drive our business forward, and we offer them future‑focused career opportunities whilst supporting individual specialisms. Our regional offices of over 3000 colleagues operate collaboratively, combining collective expertise to maximise potential.

As an Administrator at Xeinadin, you will play a key role in supporting key Directors, Associate Directors, and the wider team, ensuring the smooth and efficient operation of our office. You will manage important administrative functions, including client engagement processes, compliance tasks, and office management duties. This role requires a proactive approach, excellent communication skills, and attention to detail to ensure high standards are maintained across all administrative activities.

Key Responsibilities

• Deliver exceptional client service, both in-person and over the phone, ensuring a positive and professional experience.
• Manage the maintenance of client records, including engagement letters, identification, and anti‑money laundering documentation, ensuring regulatory compliance.
• Perform reception duties, such as greeting clients, offering refreshments, and managing the phone system.
• Provide secretarial support, including the typing of accounts and preparation of engagement letters.
• Assist with company secretarial tasks, including company formations and preparing forms for submission to Companies House.
• Oversee office supply inventory and manage IT equipment needs.
• Assist with ad‑hoc duties, such as post office runs and banking tasks.
• Ensure GDPR compliance across the office, managing sensitive data securely and efficiently.
• Manage billing, update registers, and assist with client payment processing.
• Prepare monthly and quarterly dividends and minutes as required by directors.
• Manage diaries, arrange appointments, attend meetings, and take minutes when necessary.

Key Requirements

• Experienced in providing administration support within accounting firms, including managing client records, maintaining accurate financial documentation, coordinating with accountants and clients, handling correspondence, and supporting compliance requirements.
• Skilled in assisting with billing processes such as invoice preparation and tracking.

Additional Requirements

• Passion for delivering excellent client service and maintaining high standards.
• Strong communication skills (verbal and written) with a confident and approachable demeanour.
• Proficient in Microsoft Office Suite and other IT systems.
• Ability to multitask and prioritise effectively in a fast‑paced environment.
• A proactive approach to problem‑solving and improving administrative processes.
• Committed to providing outstanding service to both internal and external clients, ensuring a positive and professional experience.
• Strong organisational skills and the ability to manage multiple tasks simultaneously, ensuring deadlines are met without compromising quality.
• Able to work collaboratively within a team, assisting colleagues where needed and contributing to the smooth running of the office.
• High attention to detail, ensuring accuracy in documentation, billing, and other key tasks.

Model Office Based Salary

• Competitive Benefits
• Company Pension Scheme
• 25 days of annual leave + bank holidays
• Additional annual leave days from certain levels of seniority
• Ability to buy up to 5 days of annual leave to reach a maximum of 30 days per annum
• Business closure over Christmas
• Life Assurance x4 annual salary
• Enhanced family leave policies
• Enhanced Company Sick Pay
• Employee Assistance Programme – 24/7 support, free and confidential
• Corporate Discounts Platform
• Flexible Benefits platform with ability to opt-in to various insurances (level of seniority dependent & self‑funded at corporate rates) such as: Critical Illness Cover, Cash plan, Cycle to work, Eye care, Dental