Office Coordinator

Working within our clients Corporate/Commercial/Tax team, the Office Coordinator will support the smooth operation of the team through oversight of resource, work flow management, admin task co-ordination and finding and implementing process efficiency's.

Client Details

Our client are accountants in Southampton, their people come first. People do business with people and their culture focuses on looking after each other as well as their clients. They provide advice and services that are designed to bring their clients maximum benefit, by helping them to run their businesses or financial affairs more efficiently and cost-effectively and to keep more of the money they make through effective tax planning.

Description

The responsibilities of the Office Coordinator role will include:

• Maintain visibility of ongoing tasks and responsibilities of the [Team name] managers through frequent discussion.
• Helping reallocate work between [Corporate/Commercial/Tax] managers as required.
• Championing key software. Ensuring software updates are identified and embedded effectively in the team processes.
• Optimisation of technology solutions within the team. In particular, using Microsoft functionality to improve process flows.
• Identification of efficiency's and embedding process improvements.
• Short term and long term resource planning.
• Regular communication with [Corporate/Commercial/Tax] team members to ensure that they have clarity over where, and for whom, they are working.
• Assisting managers with progressing clients who have gone "off timetable".
• Helping managers with communications with clients and HMRC.
• Organisation of key activities that are common to all/most client jobs:
  
  *Client on boarding
  *Engagement letters
  *Bank audit letters
  *Stock takes
  *Billing schedules and forecasting
  *Arranging planning meetings
  *Ensuring that information requests have gone to clients
  *Checking that clients have provided information on a timely basis.
  
  
• Co-operation with other Team Co-Ordinators to obtain resource for [corporate/commercial/tax] manager's jobs and provide support to other teams as appropriate.
• Developing automation and standardisation as examples are identified.
• Oversight of holiday, study timetables and feedback process.
• Organisation of training.
• Contribution to long term resource planning (recruitment and forecasting).
• Monitoring non-financial KPIs
• Liaison with other Team Co-Ordinators to cover holidays and sickness

Profile

The successful candidate for the Office Coordinator role is someone who can demonstrate:

• Track record of some project coordination experience
• Capacity to coordinate multiple projects for clients
• Use of MS365 products, including Excel, Teams, Share point.
• Experience documenting processes and identifying efficiency's through use of Microsoft 365 tools.
• Ideally project management qualification and experience, but this is not essential.
• Attitude - collaboration with team colleagues, other TCs, need for diplomacy, growth mindset (for themselves and the firm)
• Ability to delegate effectively

Job Offer

The candidate for the Office Coordinator role will receive:

• Competitive Salary
• Permanent Role
• Holiday Package
• Pension Scheme
• Training Available