OFFICE MANAGER - FULLY REMOTE

Our client are a firm of Lawyers based in London (EC4N) who are looking for an Office Manager to Join their organisation.

Hours/Days: Required minimum 30hrs, within 9-5 Monday to Friday. Our client promotes a flexible working approach. (can be full time too)

Location: Fully remote, with travel to monthly team meetings at their London (EC4N) office, which alternate between work focused and social.

Salary: £35K-£45K pro rata

Main Job Tasks and Responsibilities

Finance and billing element

• Working with our three lawyer team to process bills each month
• Working with time recording and billing software in order to generate and edit bills (Clio Management)
• Dealing with related billing tasks such reversing out bills, issuing credit notes, altering payees, refunding clients
• Regularly updating the time recording and billing system to ensure that payments in from clients are logged on the billing system
• Chasing overdue bills by email
• OPTIONAL: Daily bookkeeping using Xero and Dext]
• Compiling a list of supplier payees once a month and updating our systems accordingly
• Working with our accountant on quarterly VAT returns, compiling and sending company receipts on Dext and dealing with the accountant’s queries and requests for information
• Working with the accountant on the annual personal and corporation tax return, [PLEASE NOTE THAT ALL OF THE ABOVE TASKS ARE UNDERTAKEN WITH FULL ACCESS TO AND THE SUPPORT OF OUR ACCOUNTANTS. NO ACCOUNTING OR SPECILIAST TAX KNOWLEDGE IS NECESSARY]

PA and business development element

• PA to the owner, diary management and booking events, meetings etc
• Carrying out minor administrative duties although this is primarily undertaken by the lawyers themselves. No secretarial duties are needed for any other fee eanres.
• Ensure document filing systems are maintained and current. Working with up to date file management system
• Assisting with marketing and business development by working with Dan and the firm’s marketing consultant to enhance the firm’s business development profile Monitor and maintain office supplies, although we are almost exclusively paperless
• Receiving the post for O&W and scanning and sending to lawyers, although this is minimal
• Periodically update client contact lists
• Periodically liaise with our IT support
• Liaising with clients and responsibility for setting up client files and collecting relevant documents
• Managing the organising social media/website with Dan’s supervision
• Attending and circulate agenda for weekly meetings with the team, and taking action points

Requirements

• Ideally some experience in finance/accounts back office, but no qualifications necesary
• OPTIONAL: Bookkeeping working with Xero]
• Preferably some experience working for an SME
• A general comfort dealing with numbers and good numeracy skills
• Attention to detail very important indeed
• Being conversant with able to learn how to use it packages such as Clio Management (for billing), imanage (for document management), and Smart Search (for client opening process)
• Ability to manage tasks and prioritise work
• Honest and reliability
• Discretion and an ability to retain confidentiality .
• Adaptability, teamwork and collaboration