Accountancy Practice Administrator

Audtax Accountants & Tax Consultants is seeking a dedicated Accountancy Practice Administrator to support its financial professionals by managing essential administrative functions within the practice. This role focuses on streamlining office processes, coordinating client interactions, and ensuring accurate documentation to support the accountants and managers. The ideal candidate brings at least three years of experience in a professional services or accountancy environment, demonstrating proficiency in practice management, billing, invoicing, and document handling. Although this position does not involve managing a team, it requires excellent organizational skills and the ability to handle multiple tasks efficiently. The selected candidate will take responsibility for all client onboarding procedures, including anti-money laundering checks and preparation of engagement letters. This role demands a proactive individual who can manage daily communications, maintain comprehensive client records, and liaise effectively with key regulatory bodies such as HM Revenue and Customs and Companies House. Additional duties include supporting the billing cycle, preparing professional documentation, and assisting with the overall workflow to ensure the practice operates smoothly and clients receive timely services.
Responsibilities

1. Client Administration

• Act as the first point of contact for clients through emails, phone calls, and reception.
• Conduct client onboarding processes, including engagement letters, AML checks, and ID verification.
• Maintain accurate client records, databases, and company files. Manage client correspondence and document requests promptly and professionally. Ensure all client information is updated, compliant, and easily accessible.

2. Workflow & Job Coordination

• Schedule work for accountants and tax specialists. Monitor key deadlines, including tax returns, VAT returns, and accounts filing.
• Track job progress and follow up on outstanding information. Support workflow management to ensure timely completion of compliance work.

3. Document Management

• Organize and maintain digital and physical files securely.
• Prepare, format, and review professional documents, reports, and correspondence.
• Upload and manage documents using practice management and accounting software such as Xero, IRIS, BrightManager, and QuickBooks.
• Ensure compliance with GDPR and internal data protection policies.

4. Billing & Fee Support

• Raise invoices and assist with billing administration. Monitor payments and follow up on overdue invoices.
• Support managers and partners with fee tracking, fee quotes, and engagement renewals.
• Maintain accurate financial and invoicing records.

5. Compliance & Regulatory Support

• Assist with Anti-Money Laundering (AML) procedures and compliance checks. Maintain compliance records and supporting documentation.
• Communicate and coordinate with HM Revenue & Customs (HMRC), Companies House, and other regulatory authorities.
• Ensure engagement letters are issued, signed, and properly recorded. Support internal compliance and regulatory processes.

6. General Office Administration

• Manage diaries, meetings, appointments, and schedules. Provide administrative support to partners, accountants, and staff.
• Handle incoming communications professionally and efficiently. Contribute to maintaining a well-organized and productive office environment.

7. Systems & Process Support

• Maintain CRM and practice management systems.
• Assist in improving administrative processes and operational efficiency.
• Support implementation of new systems, tools, and workflows.

Required Skills & Competencies

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in MS Office and accounting/practice software such as BrightManager, IRIS, Xero, and QuickBooks.
• Ability to handle confidential and sensitive information professionally.
• Strong coordination and problem-solving abilities.
• Knowledge of AML, GDPR, and general compliance procedures is preferred.

Preferred Experience

• Previous experience in an accounting firm, professional services environment, or administrative support role.
• Familiarity with tax, accounting, or compliance workflows.
• Experience working with practice management systems and client databases.