Our client, an established financial services company, is seeking a PA/Receptionist to provide full administrative and PA support to one Director. You will also be providing ad-hoc PA support to other Directors/Managers when required, as well as providing reception support.

RESPONSIBILITIES TO INCLUDE:-

PA/Administrative

• Generating letters and documents
• Sorting Director’s post, putting into action specific items as necessary
• Generating monthly invoices and keeping a record of invoices sent to clients
• Setting up new clients, amending details accordingly and uploading the Statutory Books to First Order if required
• Dealing with clients’ accounts, sending for signature and finishing the process once returned
• Formation of new companies through an external consultant as and when required
• Confirmation Statements : generating a summary of information and invoice, sending to client for signature and upon return filing electronically with Companies House
• Keeping Statutory Books up to date, Companies House filings and preparing minutes
• Liaising with HMRC when required
• Office facilities for clients – scanning, e-mailing post, posting cheques, forwarding correspondence as necessary
• General administration – Letters of Engagement, bank audit letters, follow-up letters, contacting clients for records, photocopying, filing, scanning, archiving

Reception Support

• Meeting clients in a polite and friendly manner and dealing with their requests
• Making clients feel comfortable and offering refreshments
• Answering incoming calls in a timely and pleasant manner and dealing with them accordingly, taking clear and accurate messages if required
• Opening post on a daily basis, scanning and distributing to the relevant person
• Franking outgoing post and completing necessary documentation for Special Deliveries etc.
• Organising couriers when needed
• Organising working lunches when needed
• Keeping the kitchen clean and tidy and ensuring supplies are available at all times, i.e. milk, orange juice etc.
• Ensuring the meeting rooms are clean and tidy for each client meeting, including a stock of pens/pads
• Overseeing office maintenance(when necessary)
• Maintaining a stock of marketing folders/leaflets in the display stand
• Dealing with clients both in person and on the telephone and directing them appropriately

Special Requirements

• A good, general standard of education
• Previous PA/administration/reception experience (essential)
• Company Secretarial and Companies House experience (desirable)
• Confidence at communicating with clients, directors, managers and colleagues
• Ability to prioritise workload and manage time effectively
• Good all round IT skills (essential)
• Familiarity of Microsoft Office products
• Ability to learn new skills/software packages in order to take on ad-hoc duties
• A smart and professional appearance

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