MHA | Office Manager
Work experience
Vacancies

Office Manager

Colchester Posted: 15 May 2024 ref: 1358
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Job description

Who we are

Here at MHA, we take the time to create great relationships with our clients to become not just their trusted advisers, but valued partners that face the future together.

As a Top 14 firm of chartered accountants, tax and business advisers, we work in partnership with clients ranging from entrepreneurs and individuals to multi-national corporations. We work together to navigate an ever-changing business world and proactively identify the opportunities that tomorrow presents.

Leveraging our national network of offices, we offer a comprehensive range of financial and business strategy services to clients across the UK, enabling them to achieve profitable growth and build sustainable long-term success.

As a member of Baker Tilly International, we have a global reach that allows us to offer our insight and expertise wherever our clients need us to be. We believe this makes us a national and international partner of choice for entrepreneurs and multi-national enterprises across the world.

Our agile and responsive approach means we are always on hand to have the right conversations about with clients at the right time, allowing us to identify their goals and business needs both now, and in the future.

Purpose of the Role

As an office manager you will be responsible for overseeing the day-to-day operations of our office and ensuring its smooth functioning. You will play a vital role in creating a productive and efficient work environment for our team. Your responsibilities will include managing the administrative tasks, coordinating office activities, and providing support to various departments within the organisation.

Main responsibilities

  • Supervise and manage administrative staff, including administrative assistants and office support personnel
  • Prioritisation of workflow for your team
  • Develop and update office policies and procedures to ensure efficient operations and compliance with company standards
  • Overseeing client onboarding and all the necessary LOE/AMLs procedures
  • Handle day-to-day administrative tasks, such as managing correspondence, scanning, reception and general day to day admin tasks
  • Assist in maintaining office records and databases, ensuring accuracy and confidentiality.
  • Support HR onboarding function
  • Serve as a point of contact for clients, external stakeholders, staff and visitors
  • Ensure archiving and destruction of files completed annually and ensure records up to date
  • Assist to maintain equipment
  • Liaise with Partners re: office space, location of employees
  • Assist and liaise with IT department regarding hardware/software requirements, telecoms/systems installation and maintenance of hardware and maintain stock levels
  • Assist/co-ordinate new starter setups ensuring IT equipment is available
  • Ensuring IT equipment logs kept up to date for whereabouts of equipment i.e. Routers etc.
  • Assist with departmental projects
  • Assist or take responsibility of First Aiders for First Aid training, restocking of First Aid kits and equipment
  • Overseeing and keeping up to date records of office fire marshals and first aiders
  • Attend meetings on departmental matters
  • Ensure registered companies for the office are maintained.

Accounts & Tax

Provide administrative support to the teams to include but not limited to:

  • Client onboarding
  • Controlling and maintaining a system for filing financial statements at Companies House
  • Have contact with HMRC
  • Navigating Companies House and HMRC’s websites in order to keep the teams information up to date
  • Ongoing AML/LOE monitoring which is required on a yearly basis for each client
  • Liaising with clients for the following
    • Requesting information
    • Sending out year-end planning documents
    • Payment reminders
    • Providing final copies of accounts to the client

Communications

  • External bodies and clients to perform tasks within the role
  • Partners/Managers/Staff as required to include the office network

Qualifications and Skills required

  • Experience of an office environment (2 years minimum)
  • IT literate (Word, Excel, Outlook)
  • Good communication skills
  • Accuracy and attention to detail
  • Flexibility and able to multi-task
  • Organisation
  • Enthusiastic and willing to learn
  • Pdf editing using Nitro

What we can offer you

  • Genuine work life balance     
  • Accredited Investor in People     
  • New and improved programme for Succession planning and supportive management structure to help you realise your potential     
  • 33 days holiday including bank holidays, plus the opportunity to buy up to 5 days    
  • Competitive salary     
  • Amazing employee referral scheme, paying up to £4000 for a successful referral    
  • Paid CSR time    
  • And more!

Our application form takes just a few minutes to complete and includes some diversity questions. MHA is a committed member of Access Accountancy and as such, we track our diversity stats and actively work to improve on these, year on year, looking at new ways to promote our roles to the widest audience. Any data collected is fully anonymised before sharing with any external parties, as per our Data Protection Policy and is not visible to hiring managers, or used in any way during the selection process.

Take your next career step with us

Apply now