Admin Assistant

Foundation Partners; Twickenham; Presencial; GBP 23.000 - 32.000; Jornada completa

Descripción de la vacante

Foundation Partners in Twickenham is seeking a Supply Administrator to support supply operations, maintain supplier data, and keep invoicing in order.

You will work in the Twickenham office 3-4 days a week, with a focus on accuracy, process improvement, and smooth daily administration for Europe-wide apartment and villa rentals.

Responsabilidades

• Add new apartments to the bespoke booking platform and keep listings up to date
• Keep supplier information accurate across the booking platform and CRM
• Prepare new supplier contracts and file them digitally
• Chase outstanding invoices and contracts
• Process supplier invoices on Xero and keep the booking platform in sync
• Manage Airbnb bookings and update Xero accordingly
• Maintain the cash and cheques spreadsheet, particularly in the run-up to events
• Matching invoices against bookings and cross-checking booking dates against supplier dates
• Make sure supply contracts are properly in place and follow up with colleagues when details don't match
• Collecting, checking and entering client guest and travel details
• Sending arrival letters to guests
• Keeping process documents up to date and filing documents on SharePoint
• General office support, including answering calls, booking business travel, ordering stationery, laminating, shredding, looking after the office plants and supporting the wider team

Descripción del empleo

We are recruiting on behalf of our client, a small, well-established, privately owned company based in Twickenham. The company sources and rents apartments and villas across Europe for businesses sending staff to major international events, and looks after guests from start to finish.

The role is based in the Twickenham office 3 to 4 days a week. There is no on-site parking, so a manageable commute by public transport is essential.

The Supply Administrator will support the company's supply operations, keeping supplier information accurate, processes running smoothly and invoices in order. The role will also help improve processes as the business grows.

Key responsibilities include:

• Adding new apartments to the company's bespoke booking platform and keeping listings up to date
• Keeping supplier information accurate across the booking platform and CRM
• Preparing new supplier contracts and filing them digitally
• Chasing outstanding invoices and contracts
• Processing supplier invoices on Xero and keeping the booking platform in sync
• Managing Airbnb bookings and updating Xero accordingly
• Maintaining the cash and cheques spreadsheet, particularly in the run-up to events
• Matching invoices against bookings and cross-checking booking dates against supplier dates
• Making sure supply contracts are properly in place and following up with colleagues when details don't match
• Collecting, checking and entering client guest and travel details
• Sending arrival letters to guests
• Keeping process documents up to date and filing documents on SharePoint
• General office support, including answering calls, booking business travel, ordering stationery, laminating, shredding, looking after the office plants and supporting the wider team