Office Administrator - Aylesbury

Role overview

Xeinadin is looking for an Office Administrator in Aylesbury to support Directors, Associate Directors, and the broader team with day-to-day office operations. This permanent, office-based role is centered on keeping administrative processes running smoothly, supporting client onboarding and compliance tasks, and helping maintain a professional front office experience.

Founded in 2019, Xeinadin brings together a network of business advisory and accountancy practices across the UK and Ireland. The business works closely with SMEs, combining local relationships with shared expertise across its regional offices.

What you will do

• Provide a welcoming and professional service to clients in person and by phone.
• Maintain client records, including engagement letters, identification documents, and anti-money laundering paperwork, while supporting compliance standards.
• Cover reception duties such as greeting visitors, offering refreshments, and handling the telephone system.
• Support secretarial work, including typing accounts and preparing engagement letters.
• Assist with company secretarial administration, such as company formations and filing forms with Companies House.
• Monitor office supplies and help manage the need for IT equipment.
• Handle ad hoc errands, including post office visits and banking tasks.
• Support GDPR compliance by safeguarding sensitive information and handling data appropriately.
• Help with billing tasks, register updates, and client payment processing.
• Prepare monthly and quarterly dividend paperwork and minutes when requested by directors.
• Manage diaries, coordinate meetings and appointments, and take minutes where needed.

What we are looking for

The ideal candidate will already have administrative experience in an accounting-firm environment, with confidence in managing client files, maintaining accurate financial paperwork, corresponding with clients and accountants, and supporting compliance processes. Experience assisting with invoicing and billing administration is also important.

You should bring a strong service mindset, clear verbal and written communication, solid computer skills, and the ability to juggle multiple priorities in a busy setting. Attention to detail, a proactive approach, strong organisation, and the ability to work well with others are all essential.

Benefits

• Pension scheme provided by the company.
• 25 days of annual leave plus bank holidays.
• Extra leave available at certain seniority levels.
• Option to purchase up to 5 additional days, with a maximum entitlement of 30 days per year.
• Office closure over Christmas, subject to business requirements.
• Life assurance cover equal to 4 times annual salary.
• Improved family leave support.
• Enhanced company sick pay.
• 24/7 employee assistance support, offered free and confidentially.
• Access to a corporate discounts platform.
• Flexible benefits access, with optional self-funded insurance products at corporate rates depending on seniority, including critical illness cover, cash plan, cycle to work, eye care, and dental.

Additional information

Employment type: Permanent

Work model: Office based

Salary: Competitive

Vacancy number: VN2223

Location: Aylesbury, United Kingdom

Duration: Not applicable

The role is subject to exceptions and business needs where stated.