Role Overview
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 championed SMEs, delivering bespoke accounting solutions that drive growth and success for our clients. We are now looking for a talented individual to join us and be part of our exciting growth story.
Department: Administration
Location: Edinburgh
Responsibilities
Your aim is to deliver 5-star administrative support to internal and external clients. Key responsibilities include:
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.
Ideal Candidate
* Someone with excellent organisational, analytical, and problem‑solving skills who can work reactively to tight deadlines.
* Someone with strong interpersonal skills and able to develop 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.
Benefits
When you join EQ you can expect:
* Competitive salary
* 33 days annual leave, with additional leave entitlements after three and five years’ service
* Pension (up to 5% employee contribution, matched by EQ)
* Life insurance (4× annual salary)
* 14 hours paid volunteering time
* Enhanced maternity pay
* Enhanced paternity/partner leave and pay
* Hybrid (one day working from home, following probation)
* Private medical cover (subject to conditions)
* Income protection
* EE Perks: 20% off your monthly plan, plus 5 additional codes for family and friends
* Continuous training and support
* Excellent work culture with social events throughout the year
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