Administration Manager

This role can be separated into the following distinct functions:
a. Overseeing the administrative function of the company.
b. Management of the administration team of the company.
c. PA support to Director(s) and Principals of the company.
d. Ad-hoc support to the Audit Principal of the company.
e. Group-wide project work.

A. Overview of administration support:

• Work with the Directors, Principals and Senior Audit team to identify inefficiencies in team practices and procedures and implement improvements.
• Identify weaknesses in internal controls and implement resolutions.
• Project management.
• Develop and introduce new administration admin procedures.
• Prepare weekly and monthly reports.
• Manage the client database and billings for the team.
• Manage the collection of debts for the team.
• Provide and/or coordinate IT support to the team.
• Maintain the website and social media accounts.
• Prepare and distribute client communications, such as newsletters.
• Maintain internal audit documentation and templates.
• Flexibility to assist and/or backup other administrative roles within the team

B. Management of administration team:

• Ensure the administration team are appropriately trained and follow protocols.
• Ensure the resources of the administration team are appropriately assigned to meet the daily workflow requirements.
• Manage the administration team’s performance and career progression.

C. PA support to the Director(s) and Principals of the company:

• Provide administrative support as required by the Director(s) and Principals.
• Diary management, including scheduling meetings, liaising with clients, staff and associates and manage calls for the Director(s) and Principals.
• Work with the Director(s) and Principals to develop and/or implement new policies, procedures, and client initiatives.
• Produce regular reports to assist the Directors and Principals in running the business.
• Prepare minutes from meetings as required.
• Assist with the Director’s client correspondence.
• Organising travel for the team members.
• Develop strong relationships with clients both internally and externally as required

D. Ad-hoc support to Audit Principal

• Provide administrative support as required, format documents.
• Manage Audit Principal’s calls where necessary.
• Organise travel for Audit Principal.

E. Company Projects and Function:

• Contribution of ideas for process improvement across the Group.
• Work in consultation with the Head of Administration/Practice Manager to complete Group projects and tasks.
• Back-up support as and when required for Group administration tasks and roles.

EXPECTED PROFILE OF THE PERSON IN THE POSITION

Qualifications/background required:

• A minimum of three years’ work experience in a similar role.
• Depth and breadth of experience (both professional and technical)
• Previous experience in customer/client service environment.
• Previous experience greeting/assisting internal/external clients.
• Able to work autonomously (little or no day to day supervision) is essential.
• Highly Proficient Microsoft Outlook, Word, Excel, and Powerpoint are required as these programs will be used on a daily basis.
• Technology savvy with an understanding of social media.