Job Description Equilibrium Accountants is a growing accountancy practice, who specialise in working with small owner-managed businesses and individuals. Based in York city centre, we are looking for an experienced and highly organised Practice Manager to own the day-to-day flow of clients and work through the practice, as well as overseeing the operational side of the business. This is not a technical accounting role. You will not be preparing accounts, VAT returns or tax computations. Instead, you will be responsible for making client clients move smoothly from first contact through onboarding, information gathering, compliance and billing, so that the wider team can focus on delivering the work to our clients. This role suits someone who is organised, confident, has strong IT and administrative skills, and is comfortable communicating with both clients and suppliers in person, and by phone and email. The Role You will be the operational link between clients and the delivery team. Your focus will be on ensuring the operational delivery of work and the wider business. Reporting directly to the Managing Director, you will deliver and implement instructions from them. Key responsibilities include: - Managing new enquiries and prospects, including follow-ups - Booking and confirming client appointments - Preparing, issuing and tracking engagement letters and authorities - Coordinating client onboarding, including system setup, access requests, professional enquiries, anti-money laundering checks and scheduling - Acting as the first point of contact for general client enquiries - Proactively chasing clients for missing information via phone and email - Sending reminders for deadlines - Managing post and emails and routing them appropriately - Keeping the wider team informed of progress - Ensuring proposals are agreed and billing is set up correctly - Following up on unpaid invoices - Keeping internal systems up to date - Flagging delays, recurring issues and non-responsive clients to senior management - Managing the day-to-day operations of the business, including cleaning, maintenance, security, and utilities - Negotiating contracts with suppliers - Assisting with the implementation of new IT systems - Overseeing the administrative side of the business, including scheduling, document retention and filing management - Supporting data protection and GDPR processes - Ensuring the offices, meeting rooms and communal areas are tidy, organised and client-ready - Supporting the wider team with ad-hoc administrative tasks About you You will preferably have at least 3 years’ experience in a practice administration or office management role within either an accountancy firm or regulated professional services environment. Excellent organisational skills and a strong attention to detail. Have confident and professional communication skills, both written and verbal. Good IT skills, including email, spreadsheets and e-signing platforms. A proactive, practical approach and the ability to manage multiple priorities. Discretion and professionalism when handling sensitive and confidential information and the ability to learn new processes quickly.