Job Description

To run the firm's front office and provide day-to-day administrative support to the company formation and immigration services team, ensuring that client matters are properly documented, accurately prepared, and followed through to completion.

The role exists to release fee-earning staff from routine administration and to give clients a single reliable point of contact for the progress of their applications.

2. Position in the organisation

The postholder reports to the Corporate & Social Insurance Manager, who is responsible for allocating work, supervising output and reviewing all documents before submission.

The postholder works alongside the accounting, VAT and audit teams and provides general administrative support to the Directors as required.

The postholder has no direct reports.

3. Key responsibilities

3.1 Reception and office administration (approx. 40%)

• Answer, screen and direct incoming telephone calls; take and pass on accurate messages
• Receive and look after clients and visitors attending the office
• Monitor the firm's general email inbox and distribute correspondence to the relevant team member
• Schedule and coordinate client meetings and appointments; maintain the office diary
• Process incoming and outgoing post and courier deliveries
• Order and maintain office supplies and stationery
• Maintain the tidiness and general readiness of reception and meeting rooms

3.2 Client files and documentation (approx. 20%)

• Open new client files and maintain existing files in both physical and electronic form
• Request, collect and chase client identification and supporting documentation
• Scan, name, file and archive documents in accordance with firm procedures
• Prepare engagement letters, standard client letters and routine correspondence from firm templates
• Maintain accurate and current client contact records
• Ensure client files are complete and in order at all times

3.3 Company formation support (approx. 20%)

• Assemble company formation document packs in accordance with firm checklists
• Complete standard Registrar of Companies forms for review by the supervising manager
• Arrange client signatures, certified copies and apostilles where required
• Track submitted applications and follow up on progress with the Registrar
• Maintain the annual return and annual levy reminder schedule
• Update clients on the status of their formation matters

3.4 Immigration and residency support (approx. 20%)

• Assemble supporting document packs for yellow slip (MEU1) applications
• Assist with MEU2 and MEU3 applications for family members
• Complete application forms from information supplied by clients
• Book appointments with the Civil Registry and Migration Department
• Accompany clients to appointments where required
• Monitor application progress and keep clients informed at each stage

3.5 General

• Maintain the corporate and immigration deadline register
• Chase clients for outstanding documents, information and signatures
• Provide administrative support to the Directors as reasonably required
• Observe the firm's confidentiality, data protection and anti-money-laundering procedures at all times

How to Apply

Please send the CV at Demetrisp@mtaliotis.com.cy

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Technical Skills

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About Company

M. TALIOTIS & CO LTD