Meticulous, Proactive & Organised Office Administrator

(Accounting Practice – Fully Remote)

About the Firm

We are a UK-based accounting practice providing compliance, advisory, and ongoing support to a wide range of clients.

This role supports the smooth running of the practice and plays a key part in improving both internal workflows and client experience.

Purpose of the Role

You are the operational backbone of the practice.

You take ownership of administrative systems, client coordination, and workflow control with precision, initiative, and accountability.

You think for yourself, anticipate needs, and improve how the practice operates — without waiting to be told.

Your role exists to:

• reduce operational risk
• protect senior staff time
• ensure client information is always complete and accessible
• make the practice — and our clients' lives — easier and better

This is not a junior admin role.

Core Expectations

• You are a self-starter who takes initiative.
• You do not wait for instructions for obvious next steps.
• You think in systems, not isolated tasks.
• You take pride in accuracy, follow-through, and ownership.

Key Responsibilities

1. Client Onboarding & Offboarding (End-to-End Ownership)

• Manage all administrative aspects of onboarding new clients.
• Send onboarding packs and request required information.
• Coordinate engagement letters, e-signing, and document storage.
• Set clients up in all relevant systems once trained. ( Xero, Dext etc)
• Ensure onboarding is only marked \"complete\" once systems, data, and tasks are correct.
• Manage client offboarding professionally, including access removal, task closure, and record finalisation.

2. Practice Management System Ownership – Karbon

(Introduced after training)

You will become the owner of Karbon data integrity and task structure.

Client Data Control

• Ensure all clients are correctly set up in Karbon.
• Maintain Karbon as the single source of truth.
• Ensure core client data is complete and accurate at all times, including:
• legal entity details
• contact information
• VAT numbers and status
• company registration numbers
• directors / key contacts

Task & Workflow Setup

• Once a new client is onboarded, ensure all required tasks are loaded in Karbon, including:
• recurring compliance tasks
• once-off tasks (onboarding, clean-ups, migrations, special projects)
• Apply correct templates, frequencies, owners, and deadlines.
• Ensure no client exists in Karbon without a complete and accurate task list.
• Review task setup before the client is marked active.

Ongoing Maintenance

• Periodically review existing clients to ensure tasks remain accurate and relevant.
• Identify missing, duplicated, or outdated tasks and resolve them.
• Ensure Karbon remains usable, clean, and reliable for the team.

3. Compliance & Administrative Support

• Prepare and submit confirmation statements.
• Maintain compliance trackers and filing diaries.
• Send intelligent, well-structured information requests to clients.
• Track outstanding information and follow up proactively.
• Perform basic checks (e.g. bank balances vs statements) and flag issues early.

4. Monthly Firm Reporting – Support Role

• Assist with gathering information required for monthly firm reporting.
• Proactively follow up with team members for missing inputs.
• Ensure information provided is complete and accurate.
• Develop a working understanding of firm reports and key metrics.
• Flag inconsistencies or gaps for review.

(Final responsibility for reporting remains with senior staff.)

5. Client Communication & Experience

• Maintain a recurring client check-in schedule (minimum every 6 months).
• Identify opportunities to request Google reviews after positive engagements.
• Send birthday emails, festive messages, and key client communications.
• Ensure clients feel supported, informed, and remembered.

6. Phone & Query Handling

• Answer incoming calls professionally and confidently.
• Direct calls appropriately or take accurate messages.
• Ensure all queries are logged and followed up to completion.

7. Inbox Management (Added at a Later Stage)

• Inbox management will be introduced once the role holder has:
• strong understanding of the practice and clients
• proven judgement and reliability
• demonstrated ownership of Karbon and workflows
• This will include triaging emails, flagging priorities, and creating Karbon tasks.

Skills & Experience Required

• Excellent written and verbal communication.
• Strong organisational and prioritisation skills.
• High attention to detail.
• Confidence to make judgement calls and escalate appropriately.
• Ability to understand accounting processes at a high level.
• Comfortable working fully remotely and managing own workload.
• Absolute respect for confidentiality.

Personal Attributes

This role is ideal if you are:

• meticulous
• proactive
• highly organised
• system-minded
• comfortable with responsibility and ownership

This role is
not suitable
if you:

• need constant instruction
• avoid decision-making
• prefer narrow task lists with no accountability