Office Administrator

Department: Administration

Employment Type: Permanent

Location: Edinburgh

Description

At EQ Accountants, we believe that at the core of our success is our people. We are more than just a team of financial experts; we are partners in our clients' journeys. For over 20 years, we have taken pride in championing SMEs, delivering bespoke accounting solutions that drive growth and success for our clients. Our journey from a single office to 10 thriving locations reflects our unwavering commitment to excellence and we are now looking for a talented individual to join us and be part of our exciting growth story.

We are an employer who cares; where individuals are supported to reach their personal and professional goals. We're committed to continuous learning, providing ongoing training and development opportunities to help you stay ahead of the curve. This includes investing in the latest technology, sharing best practice and creating a One EQ ethos that brings our values to life.

There has never been a more exciting time to join EQ!

Role overview

As an Administrator your ability to ensure the smooth and efficient running and development of the administration function within your office, will be critical to our success.

Your 'go to' person is the Regional Administration Lead who will coach, support, and challenge you not only to succeed in your role but to realise your potential and career aspirations at EQ.

Key Responsibilities

Your aim is to ensure that you deliver 5-star administrative support to your internal and external clients under the following key responsibilities:

First point of contact

• Reception duties, answering and redirecting telephone calls, passing on messages accurately and in good time.
• Answering online administration queries.
• Receiving and directing office visitors and providing refreshments.
• Maintaining a pleasant visitor environment.
• Keeping the office diary up to date
• Ensuring the booking of meeting rooms.
• Assessing needs and providing reception cover support in other offices when required.

Mail

• Opening, stamping and distributing mail.
• Arranging postage and outgoing distribution of mail.

Meetings and events organisation

• Booking meetings and scheduling events.
• Liaising with internal clients to understand meeting room requirements.
• Booking meetings and meeting rooms, organising equipment and catering.
• Setting up and clearing down meetings and ensuring that meeting rooms are maintained to a high standard.
• Making travel arrangements and following up with itineraries for internal clients.

Stationery and supplies

• Maintaining and stationery inventory
• Ordering office stationery and supplies
• Ensuring we are well stocked with stationery and supplies.

Data, reports and correspondence

• Preparing regular reports and presentations.
• Maintaining databases and filing systems including inputting new clients, maintaining client personal details, changing engagement team details, creating workflows and running reports as required.
• Organising, storing and printing documents as needed.
• Producing debtor statements.
• Taking and distributing meeting minutes.
• Creating, amending and producing client letters.
• Printing client letters after review by Partner/Manager
• Ensuring all enclosures are included and correct.

Finance

• Providing debtor statements
• Processing client cash and receipts
• Handling streamline payments.
• Petty cash management.
• Purchase invoices payable.
• Printing and emailing bills.
• Automated statements.
• Bank audit letters.

Facilities management

• Ensuring the office environment is well organised and in a good state of repair. Following up with trades to arrange maintenance work.
• Ensuring the office remains compliant with the firm's health and safety policy and regulations.
• Providing new starts with access codes, keys etc.

Process mapping

• Working with the Admin Lead to create and map existing and new administration processes.

Colleagues support

• Training new colleagues in administrative processes where appropriate.

Continuous improvement

• Working to continuously improve the firm's administrative processes and function.

Our Ideal Candidate will be

• Someone with excellent organisational, analytical, and problem-solving skills and will be comfortable in working reactively to tight deadlines.
• Someone with strong interpersonal skills and be great at developing positive working relationships at all levels and across all functions of the Firm.
• An excellent communicator who can engage and influence effectively at all levels of the firm.

Belong @ Sumer

At Sumer, we know everyone's journey is different. That's why we're committed to fairness, removing barriers and giving people the support they need to do their best work. If you need any support during the hiring process, just let us know.

Our values represent what matters most to us and guide how we work every day:

• We Shine Together
• We Do the Right Thing
• We Make It Count

We know diverse teams make us stronger. That's why we're creating an inclusive workplace where everyone belongs and differences are valued and celebrated.