Administration Assistant

General Responsibilities:

• Management of all incoming and outgoing office post for the department.
  
• Copying scanning filing and archiving of documentation including management of all audit paperwork including entry into and filing on our electronic document storage system.
  
• Responding to requests from the Partner Director Managers Team and clients.
  
• Printing and binding of reports.
  
• Answering the phone and taking messages.
  
• Assisting wider Business Support Team with requests as required.
  
• Creating Tender documentation/Presentations.
  
• Assisting FOH with cover as needed.
  
• Setting up meeting rooms/AV as needed.
  

Assistance with client tasks

• Maintaining client information on the firm s practice database.
  
• Raising fee notes based on our fee forecasts and helping with tidying codes in respect of WIP.
  
• Setting up new job codes in firm s databases for each year s audit/new services offered.
  
• Requesting bank letters and monitoring and chasing responses to these through the online platform using the firm s process without manager input. liaising with client to confirm any changes in details/ obtain information required for new clients.
  
• Setting up meeting rooms/AV as needed.
  

New clients/refreshes for existing clients

• Assistance with completion of new client set up (Anti Money Laundering forms conflict emails ID checks liaising with client to obtain information required.)
  
• Preparation of Engagement letters using standard templates.
  

Meetings and travel (whole team)

• Arranging client meetings for the Partners Directors and Managers accommodation and travel arrangements.
  
• Proactively booking accommodation for the audit team based on job bookings on our staff planner.
  
• Proactively obtaining meeting agendas and papers for upcoming Audit Committees and Board meetings.
  

Reports

• Formatting reports for clients (Audit plans and Management letters) completing these to marketing standards for issue to clients.
  
• Preparing template reports for clients (Audit plans and Management letters) for audit team and managers to tailor and complete.
  
• Undertaking a review of departmental reports to ensure completeness of information spelling and grammar.
  
• Formatting reports for clients (Audit plans and Management letters) completing these to marketing standards for issue to clients.