Operations Administrator

Location: Fully Remote from SA for a UK company

Salary: R22K – R27K CTC p.m.

Hours: 08:00 – 17:00 (SA Hours)

Our client is a UK-based accounting practice providing compliance, advisory, and ongoing support to a wide range of clients.

This role supports the smooth running of the practice and plays a key part in improving both internal workflows and client experience.

Purpose of the Role:

• You are the operational backbone of the practice.


• You take ownership of administrative systems, client coordination, and workflow control with precision, initiative, and accountability.


• You think for yourself, anticipate needs, and improve how the practice operates — without waiting to be told.

Your role exists to:

• Reduce operational risk

• Protect senior staff time

• Ensure client information is always complete and accessible

• Make the practice — and our clients’ lives — easier and better

(This is not a junior admin role.)

Core Expectations:

• You are a self-starter who takes initiative.

• You do not wait for instructions for obvious next steps.

• You think in systems, not isolated tasks.

• You take pride in accuracy, follow-through, and ownership.

Key Responsibilities

1. Client Onboarding & Offboarding (End-to-End Ownership)

• Manage all administrative aspects of onboarding new clients.

• Send onboarding packs and request required information.

• Coordinate engagement letters, e-signing, and document storage.

• Set clients up in all relevant systems once trained. (Xero, Dext etc)

• Ensure onboarding is only marked “complete” once systems, data, and tasks are correct.

• Manage client offboarding professionally, including access removal, task closure, and record finalisation.

2. Practice Management System Ownership – Karbon (Introduced after training)

(You will become the owner of Karbon data integrity and task structure.)

Client Data Control

• Ensure all clients are correctly set up in Karbon.

• Maintain Karbon as the single source of truth.

• Ensure core client data is complete and accurate at all times, including:

• 
  
  
  
  • legal entity details
  
  
  • contact information
  
  
  • VAT numbers and status
  
  
  • company registration numbers
  
  
  • directors / key contacts
  
  
  
  

• Task & Workflow Setup


• Once a new client is onboarded, ensure all required tasks are loaded in Karbon, including:
  
  
  
  • recurring compliance tasks
  
  
  • once-off tasks (onboarding, clean-ups, migrations, special projects)
  
  
  
  

• Apply correct templates, frequencies, owners, and deadlines.


• Ensure no client exists in Karbon without a complete and accurate task list.


• Review task setup before the client is marked active.

Ongoing Maintenance

• Periodically review existing clients to ensure tasks remain accurate and relevant.


• Identify missing, duplicated, or outdated tasks and resolve them.


• Ensure Karbon remains usable, clean, and reliable for the team.

3. Compliance & Administrative Support

• Prepare and submit confirmation statements.


• Maintain compliance trackers and filing diaries.


• Send intelligent, well-structured information requests to clients.


• Track outstanding information and follow up proactively.


• Perform basic checks (e.g. bank balances vs statements) and flag issues early.

4. Monthly Firm Reporting – Support Role

• Assist with gathering information required for monthly firm reporting.


• Proactively follow up with team members for missing inputs.


• Ensure information provided is complete and accurate.


• Develop a working understanding of firm reports and key metrics.


• Flag inconsistencies or gaps for review.

(Final responsibility for reporting remains with senior staff.)

5. Client Communication & Experience

• Maintain a recurring client check-in schedule (minimum every 6 months).


• Identify opportunities to request Google reviews after positive engagements.


• Send birthday emails, festive messages, and key client communications.


• Ensure clients feel supported, informed, and remembered.

6. Phone & Query Handling

• Answer incoming calls professionally and confidently.


• Direct calls appropriately or take accurate messages.


• Ensure all queries are logged and followed up to completion.

7. Inbox Management (Added at a Later Stage)

• Inbox management will be introduced once the role holder has:

• 
  
  
  
  • strong understanding of the practice and clients
  
  
  • proven judgement and reliability
  
  
  • demonstrated ownership of Karbon and workflows
  
  
  
  


• This will include triaging emails, flagging priorities, and creating Karbon tasks.

Skills & Experience Required:

• Excellent written and verbal communication.


• Strong organisational and prioritisation skills.


• High attention to detail.


• Confidence to make judgement calls and escalate appropriately.


• Ability to understand accounting processes at a high level.


• Comfortable working fully remotely and managing own workload.


• Absolute respect for confidentiality.

Personal Attributes:

• This role is ideal if you are:


• meticulous


• proactive


• highly organised


• system-minded


• comfortable with responsibility and ownership