Office Client Manager at Mayfly Agri (Pty) Ltd

• A well-established, London-based firm specializing in corporate finance, tax, and accounting is seeking an Office Manager to be responsible for providing comprehensive office and administrative support, including managing front-of-house operations, coordinating client onboarding, supporting finance and compliance processes, maintaining systems and records, and assisting with internal operations, marketing, and team initiatives.

Minimum requirements for the role:

• Some qualification would be advantageous
• Minimum 2 years' previous experience working within a busy office or administrative environment
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Professional and confident when communicating with senior management and clients
• A natural ability to create a great first impression, both face-to-face and over the phone
• Comfortable working in a technology-enabled and paperless environment
• Proactive mindset with a “can-do” attitude and willingness to improve processes
• Open to change, innovation and continuous improvement
• Able to maintain confidentiality and handle sensitive information with discretion
• Strong attention to detail and organisational skills
• Excellent communication skills, both written and verbal
• Team player who contributes positively to team culture and collaboration
• Strong MS Office skills including Word, Excel and Outlook
• Comfortable working in a hybrid environment

The successful candidate will be responsible for:

• Acting as the “Director of First Impressions”, greeting clients, answering calls, and managing incoming correspondence with professionalism and warmth.
• Overseeing the day-to-day operations of the office, ensuring everything is running smoothly, including supplies, facilities, post-handling, and equipment.
• Maintaining organized digital filing systems, ensuring accurate, secure, and efficient document management in a paperless environment.
• Supporting health and safety administration, including acting as Fire Warden and First Aider while coordinating compliance checks and documentation.
• Assisting the finance team with monthly invoicing (autobills), petty cash, and expense administration.
• Managing directors’ diaries, assisting with meeting arrangements, and taking minutes when required.
• Supporting the onboarding and offboarding of clients, including conducting AML checks, VAT/PAYE registrations, and ensuring a seamless client experience.
• Managing client correspondence and liaising with HMRC to assist with ad hoc queries when required.
• Assisting with implementing and configuring accounting and business software for new and existing clients.
• Maintaining accurate client databases and CRM records (Fibre system).
• Liaising with IT support to resolve technical issues and coordinating system set-up for new employees.
• Supporting the maintenance of accounting and practice management systems such as Xero to ensure operational efficiency.
• Assisting with marketing administration, including coordinating events, managing social media updates, and supporting email marketing campaigns.
• Helping to maintain the firm’s brand presence and client communications.
• Coordinating employee onboarding and induction, ensuring new team members are having a positive start.
• Assisting directors in organizing internal meetings, training sessions, and team initiatives.
• Fostering a positive team culture by organizing social events, celebrations, and internal engagement activities.
• Supporting or leading special internal projects where required.