Client Services Coordinator

at  Heelan Associates Ltd

Job Advert
Job Title: Client Services Coordinator
Location: Based in Waterlooville, Hampshire
Contract type: Permanent
Hours per week: Part time 27.5 hours over 5 days (Mon-Fri).
Reporting to: Senior Client Manager (Accountant)

RELEVANT EXPERIENCE

Experience working in an office environment providing support to clients and co-workers.
Experience coordinating office activities and operations to secure efficiency and compliance to company policies.
Experience around administrative duties such as making calls to both clients and external agencies, writing correspondence and front facing customer service.

SKILLS

Able to navigate Microsoft packages, specifically Word and Excel.
Effective at time management with the ability to work to tight deadlines (both internally and externally) and deal with newly emerging priorities day-to-day without compromising attention to detail.
To proactively seek out information when needed from colleagues and clients to enable a seamless service with a curious approach and hunger to expand knowledge.

SHARED VALUES

Our values represent who we are as a company, they guide our decisions, underpin our relationships and govern the way we conduct ourselves and our business.
Relationships over numbers - The meaningful relationships we build with our clients are fundamental to the way we do business. It is not enough to perform a service for our clients, our principal aim remains to give them the best; our deep understanding of their individual needs and circumstances enables us to not just meet expectations but exceed them, time and time again.
Learn together and often! - We share our knowledge and experience with colleagues and clients generously, this commitment to continuous learning and development is what keeps us at the top of our game, protects our credibility and sets us apart from our competitors.
Respect Team, Time and Talents - We are a team in the true sense of the word, every person matters equally, and we leave our egos at the door. We firmly believe that everybody has something valid to contribute and every person’s time and talents are precious regardless of ‘hierarchy’.
Balanced and beautiful - We are committed to ensuring our client accounts, book-keeping and payroll are accurate and beautifully clean. This means the records represent the true state of the business, so owners can make well informed and confident decisions.
Courageous and Curious - We understand that to grow we need to expose ourselves to experiences that fall outside of our comfort zones and undertake tasks that may seem difficult at first. As a team we are continuously innovating, constantly looking for opportunities to improve what we do and always asking the question ‘is there a better way?
Flexibility: This job description is indicative of the range of current duties and responsibilities for the post, it is not comprehensive. It is inevitable that the duties will change to reflect organisational change and it is essential therefore that it is regarded with a degree of flexibility, so that changing needs and circumstances can be met. All changes will be discussed with the post holder. The job description for this post will be reviewed annually

JOB PURPOSE:

Are you looking to join a rapidly growing, dynamic, and commercially savvy Accountancy Practice where there’s no such thing as a silly question, time and talent are respected, there are endless opportunities to learn, alternative perspectives are welcome, family comes first, and (most importantly of all) nobody thinks they’re too “big time” to make a round of brews? If so, we’d love to have a conversation with you about joining our thriving team.
By combining our traditional values with modern thinking our team of Accounting, Bookkeeping and Payroll professionals proudly set the standard for what modern small business accounting support should look like. We are a team on a mission, with a rapidly expanding caseload of clients so now is a really exciting time to join our friendly team.
Our Client Service Coordinators form a key role supporting the Accounting Team directly by helping to manage the services for our valued clients in the ‘engine room’. This exciting new role will help us create a fantastic experience for our clients, along with a more productive work environment by helping to manage customer relations, client onboarding and administration.

KEY RESPONSIBILITIES:

• To help manage and support the company’s client onboarding process by registering new clients and acting as a key initial contact through the early days of their journey with us.
• Welcoming clients and visitors to the office, offering hot drinks and assisting as required.
• Prompt facilitation of phone calls into the office.
• Communicate with clients on the telephone, in person or via email.
• Correspondence with HMRC, Companies House and our partners via phone, letter or email.
• Perform various administration tasks to assist the wider team to operate smoothly;
• registering new business clients online with HMRC,
• facilitating submissions to HMRC and Companies House,
• carrying out Anti Money Laundering checks,
• handling and processing client paperwork,
• process and filing emails,
• record keeping and filing client accounts and reports electronically,
• maintain flow of the virtual In-tray,
• acting as PA to the management team when required.
• To suggest changes to office task workflow in order to improve efficiency.
• To report any updates or pertinent issues that need addressing to the Operations Manager.
• To uphold and carry out company office policies and procedures.
• To have responsibility for workflow management through weekly and monthly planning.

GENERAL DUTIES:

• To attend training and development deemed necessary for the post in agreement with the line manager.
• To willingly undertake any other tasks as reasonably requested by line managers and comply with all employee policies and procedures of Heelan Associates.