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Administration Assistant

    Administration Assistant - Manchester, United Kingdom - Next-Link

    Next-Link
    Next-Link Manchester, United Kingdom

    1 week ago

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    Description
    Job Description

    General Responsibilities:

    • Management of all incoming and outgoing office post for the department.
    • Copying, scanning, filing and archiving of documentation, including management of all audit paperwork, including entry into and filing on our electronic document storage system.
    • Responding to requests from the Partner, Director, Managers, Team and clients.
    • Printing and binding of reports.
    • Answering the phone and taking messages.
    • Assisting wider Business Support Team with requests as required.
    • Creating Tender documentation/Presentations.
    • Assisting FOH with cover as needed.
    • Setting up meeting rooms/AV as needed.

    Assistance with client tasks

    • Maintaining client information on the firm's practice database.
    • Raising fee notes based on our fee forecasts and helping with tidying codes in respect of WIP.
    • Setting up new job codes in firm's databases for each year's audit/new services offered.
    • Requesting bank letters and monitoring and chasing responses to these through the online platform, using the firm's process without manager input. liaising with client to confirm any changes in details/ obtain information required for new clients.
    • Setting up meeting rooms/AV as needed.

    New clients/refreshes for existing clients

    • Assistance with completion of new client set up (Anti Money Laundering forms, conflict emails, ID checks, liaising with client to obtain information required.)
    • Preparation of Engagement letters using standard templates.

    Meetings and travel (whole team)

    • Arranging client meetings for the Partners, Directors and Managers, accommodation and travel arrangements.
    • Proactively booking accommodation for the audit team based on job bookings on our staff planner.
    • Proactively obtaining meeting agendas and papers for upcoming Audit Committees and Board meetings.

    Reports

    • Formatting reports for clients (Audit plans and Management letters), completing these to marketing standards for issue to clients.
    • Preparing template reports for clients (Audit plans and Management letters), for audit team and managers to tailor and complete.
    • Undertaking a review of departmental reports to ensure completeness of information, spelling and grammar.
    • Formatting reports for clients (Audit plans and Management letters), completing these to marketing standards for issue to clients.

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