Overview
Vacancy Name Senior Office Administrator - Cardiff
Vacancy No VN1862
Employment Type Permanent
Duration N/A
Location City Cardiff
Location Country United Kingdom
Company Description 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.
Description Join our team as a Senior Office Administrator! This role combines administrative, organisational, and relationship management responsibilities. Ideal for a detail-oriented individual who thrives in a dynamic environment, you’ll play a key role in ensuring the smooth running of operations within a leading accountancy group.
Key Responsibilities
* Manage phone calls, ensuring professional and timely responses.
* Chase clients for required books and records to meet deadlines.
* Oversee scanning, filing, and organisation of documents.
* Manage end-to-end onboarding for new clients, including AML checks, engagement letters, CCH setup, and accurate record-keeping.
* Finalise and distribute accounts and personal tax packs to clients for approval.
* Assist the Hub Credit Controller in resolving debtor queries.
* Process invoices, write-offs, and WIP adjustments.
* Apply for HMRC and Companies House authentication codes.
* Allocate disbursements to clients and manage payments over the phone.
* Process and reconcile office petty cash and handle cheque payments.
* Schedule client appointments and coordinate the safe return of books and records.
* Maintain an inventory of IT equipment, including laptops, issued to team members.
* Order office supplies and manage stationery stock.
* Managing the annual webinar and online training schedule, leading the creation and distribution of the quarterly Indirect Tax newsletter, and drafting service updates and internal communications for wider firm use.
* Provide project support to the Area Practice Manager as required.
* Schedule and organise team meetings, prepare agendas, record minutes, and track action points to ensure progress.
Key Requirements
* Proven experience in administration and a fast-paced environment.
* Very high level of attention to detail and accuracy.
* Proficient with Microsoft Excel, Word, Outlook etc.
* Excellent time management skills - handling multiple and varied deadlines concurrently.
* Must be able to meet administrative deadlines.
Additional Requirements
* Be able to work independently as well as part of a team
* Organised, proactive, reliable and self-motivated
* Confident communicator with personnel at all levels within the business, both written and verbal
Model
Hybrid
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:
* PMI single or family
* Critical Illness Cover
* Cash plan
* Cycle to work
* Eye care
* Dental
* subject to exceptions and business needs
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