Practice Manager / Client Service Coordinator
- Recruiter
- Anonymous
- Location
- East Grinstead
- Salary
- 30-37.5 hours per week
- Posted
- 06 Aug 2018
- Closes
- 24 Aug 2018
- Sectors
- Accountancy
- Contract Type
- Permanent
- Hours
- Full Time
Visit our website via our company profile page for a 3 minute overview
About you
You will be our third employee as we seek to improve consistency and structure in our services. Our client base has grown significantly over recent years and impeccable delivery is our focus. You will need to be curious, organised and an adopter of new technologies. Systems savvy, with a PA or project manager skillset.
About the role
You can expect this role to evolve over time according to your strengths and interests, and the needs of the business. The key facets of the job are listed below, but you won't be doing the exact same thing week in week out!
Practice Management
With more than 60 clients, we have over 100 recurring deadlines to hit every month. We need our practice management software and processes set up and maintained to help us manage these tasks in a timely manner. Ensuring nothing gets missed is of obvious importance, but so is holding each of your colleagues (especially the director) accountable for task completion. We're a friendly and collaborative bunch, but now need to be encircled by a slick and professional operation as we grow.
Client Communications
Prompt replies to client enquiries is critical. Poor responsiveness from their existing accountant is the main reason prospective clients give when they seek us out. We need to be better and stay better as we grow. There is nothing more important to us than looking after our clients, whatever the challenges. Much of our interaction is via email, so writing skills are a crucial part of conveying our professionalism, competence and trustworthiness. Personality in the way you write is great! Typos are not great.
Email Filtering
You will have access to the director's email account in order to identify tasks that can be completed by someone else in the practice and to ghost-write replies to clients. Ensuring clients promptly know that the query is being dealt with and when they can expect a full answer.
Social Media Management
Our clients have great businesses and are doing brilliant work. We want to celebrate that on our own social media channels - primarily LinkedIn. Whether that's simply engaging with their posts and praising their successes, or actively promoting their services to our network through content that you create with them.
Payroll
We use Xero for payroll too. If you've got experience of running payroll, great. If not, that's fine. The tools do most of the work and it'll be reviewed before anything is finalised. But we'll need you to gather information from clients each month, and ensure it all gets acted on. We'll give you the necessary training to expand your comfort zone and add a valuable string to your bow.
Bookkeeping
Bookkeeping is the foundation of our higher value reporting and advisory services, and a central component of our differentiated offering. We sell the service as a route to freeing up the time of our clients, but that theme of freeing up time carries through our own work too. We don't handle paper, we use software to process receipts and invoices. We put our efforts into driving as much efficiency and automation as possible, so that what is traditionally a mundane task becomes a slick process, enabling our skills in identifying errors and opportunities to come to the fore. We'll ask you to work with other members of the team to support them and provide extra capacity. Partly because that's helpful, but mostly so that you get a hands-on understanding of the work we do.
Flexible Working
Given the nature of the role and the cloud-based tools that we use, there can be flexibility on how the working week is structured. Whilst this isn't a home-based role, there is scope for home-working on occasion. Similarly, working hours will be structured, but can be agreed to fit around other life commitments
About you
You will be our third employee as we seek to improve consistency and structure in our services. Our client base has grown significantly over recent years and impeccable delivery is our focus. You will need to be curious, organised and an adopter of new technologies. Systems savvy, with a PA or project manager skillset.
About the role
You can expect this role to evolve over time according to your strengths and interests, and the needs of the business. The key facets of the job are listed below, but you won't be doing the exact same thing week in week out!
Practice Management
With more than 60 clients, we have over 100 recurring deadlines to hit every month. We need our practice management software and processes set up and maintained to help us manage these tasks in a timely manner. Ensuring nothing gets missed is of obvious importance, but so is holding each of your colleagues (especially the director) accountable for task completion. We're a friendly and collaborative bunch, but now need to be encircled by a slick and professional operation as we grow.
Client Communications
Prompt replies to client enquiries is critical. Poor responsiveness from their existing accountant is the main reason prospective clients give when they seek us out. We need to be better and stay better as we grow. There is nothing more important to us than looking after our clients, whatever the challenges. Much of our interaction is via email, so writing skills are a crucial part of conveying our professionalism, competence and trustworthiness. Personality in the way you write is great! Typos are not great.
Email Filtering
You will have access to the director's email account in order to identify tasks that can be completed by someone else in the practice and to ghost-write replies to clients. Ensuring clients promptly know that the query is being dealt with and when they can expect a full answer.
Social Media Management
Our clients have great businesses and are doing brilliant work. We want to celebrate that on our own social media channels - primarily LinkedIn. Whether that's simply engaging with their posts and praising their successes, or actively promoting their services to our network through content that you create with them.
Payroll
We use Xero for payroll too. If you've got experience of running payroll, great. If not, that's fine. The tools do most of the work and it'll be reviewed before anything is finalised. But we'll need you to gather information from clients each month, and ensure it all gets acted on. We'll give you the necessary training to expand your comfort zone and add a valuable string to your bow.
Bookkeeping
Bookkeeping is the foundation of our higher value reporting and advisory services, and a central component of our differentiated offering. We sell the service as a route to freeing up the time of our clients, but that theme of freeing up time carries through our own work too. We don't handle paper, we use software to process receipts and invoices. We put our efforts into driving as much efficiency and automation as possible, so that what is traditionally a mundane task becomes a slick process, enabling our skills in identifying errors and opportunities to come to the fore. We'll ask you to work with other members of the team to support them and provide extra capacity. Partly because that's helpful, but mostly so that you get a hands-on understanding of the work we do.
Flexible Working
Given the nature of the role and the cloud-based tools that we use, there can be flexibility on how the working week is structured. Whilst this isn't a home-based role, there is scope for home-working on occasion. Similarly, working hours will be structured, but can be agreed to fit around other life commitments