Receptionist

Reception / Administrator (Office & Client Support)

Type: Full-time, Office-based

The Role

We are looking for a proactive and organised Administrator to support the day-to-day running of a busy professional services office. This is a varied role, ideal for someone who enjoys a mix of administration, client interaction, and operational support.

Key Responsibilities

Office & Administrative Support (Daily)

• Managing incoming/outgoing post and deliveries
• Answering and forwarding calls, dealing with client enquiries
• Preparing cover letters for various departments
• Following up with clients on accounts packs
• Contacting HMRC and Companies House as required
• Scanning and saving documents accurately
• Monitoring office supplies and stationery
• General ad-hoc office administration

Front of House & Office Management

• Booking visitors and greeting clients
• Supporting with meeting arrangements (tea/coffee preparation)
• Preparing lunch lists and maintaining kitchen areas
• Managing office tidiness (dishwasher, bins when required)
• Ordering office refreshments

Document & Workflow Management

• Managing paperwork in/out for accounts jobs
• Guiding clients on accessing documents via online portals
• Ensuring documents are organised and centrally stored

Monthly Tasks

• Downloading VAT statements and updating internal trackers
• Monitoring year-end processes and chasing clients
• Sending course/webinar communications

Client Onboarding (Preferred Experience)

• Preparing clearance letters (individuals, companies, audit)
• Assisting with risk questionnaires
• Preparing engagement letters and agent authorisations
• Supporting with KYC checks

Company Secretarial Support (Desirable)

• Preparing company structures and invoices
• Filing confirmation statements
• Updating fee schedules
• Preparing and submitting documents to Companies House / HMRC
• Supporting with VAT registrations/deregistrations
• Client follow-ups and general secretarial admin

Finance Support (Future Development)

• Xero reconciliations
• Raising invoices
• Supporting with banking (cash/cheque deposits)
• Checking onboarding fees

Key Skills & Experience

• Strong organisational and time management skills
• Confident communicator with a professional phone manner
• High attention to detail
• Proactive and willing to support across different areas
• Experience in an accountancy or professional services environment (desirable)
• Familiarity with HMRC, Companies House, or similar processes (advantageous)

Location

• North West London (office-based role)