We are working with a well-established professional services business seeking an experienced Office Manager to join their team. This is a varied and hands-on role, combining responsibility for the smooth running of the office with bookkeeping and financial administration, so candidates should be confident and comfortable managing day-to-day bookkeeping duties alongside wider office management responsibilities.

KEY RESPONSIBILITIES:

• Managing the day-to-day running of the office, including reception, supplies, facilities and general administration
• Carrying out conflict searches and supporting the onboarding of new clients and matters
• Checking Client Due Diligence and maintaining and reviewing AML files
• Maintaining client files, including filing and archiving closed matters
• Providing administrative support to fee earners, including Bundledocs, Excel spreadsheets and ad-hoc assistance
• Managing staff records and providing HR support, including onboarding, contracts and general HR matters
• Coordinating training schedules, CPD records, subscriptions, insurance renewals and annual registrations
• Liaising with external providers including IT, facilities, website, marketing and DMS providers
• Supporting marketing activities and the annual Legal 500 submission
• Managing office supplies, stationery and general office requirements
• Supporting new staff with Lawman setup and maintaining relevant records
• Handling reception duties, telephone calls, client meetings and boardroom preparation
• Assisting with document scanning, filing, court deliveries and collections
• Posting and paying supplier invoices
• Preparing billing reports, raising and sending client bills
• Recording office and client receipts and maintaining petty cash records
• Reviewing aged debt and sending reminders where required
• Completing bank reconciliations
• Producing month-end and ad-hoc financial reports
• Completing month-end procedures, including journals for prepayments and payroll
• Liaising with the external accountant regarding payroll, GST returns, year-end and other accounting requirements

QUALIFICATIONS AND EXPERIENCE:

• Previous experience in an Office Manager or similar senior administration role
• Solid bookkeeping experience
• Experience within a professional services, environment would be advantageous
• Experience with client onboarding, AML/CDD processes and confidential information
• Previous HR administration experience would be beneficial
• Strong Microsoft Office skills
• Experience using document management systems would be advantageous

SKILLS AND ATTRIBUTES:

• Highly organised with excellent attention to detail
• Proactive and resourceful
• Excellent interpersonal skills
• Must be Entitled or Entitled to work in Jersey