Administrative Assistant

Trades Workforce Solutions; Greater London; On-site; GBP 24,000 - 30,000; Full time

Job summary

A growing business support consultant is looking for an Administrative Assistant to optimize office functions in London. This office-based role demands a motivated individual to handle various administrative tasks, including financial reports and HR processes. The ideal candidate will have experience in a comparable setting, possess excellent interpersonal skills, and demonstrate the ability to manage multiple priorities effectively. Join our dynamic team and contribute to creating an organized and efficient workplace.

Qualifications

• Administrative experience or similar role in HR or finance is a plus.
• Detail-oriented with a systematic approach to work.
• Ability to maintain confidentiality with sensitive data.

Responsibilities

• Ensure smooth office operations and provide administrative support.
• Manage the main invoices inbox and process purchase invoices.
• Support with HR processes and manage absence records.

Skills

Excellent interpersonal skills

Strong organisational skills

Customer service skills

Ability to multitask

Tools

Jira

Sage

Job description

Job Description

Position Title: Administrative Assistant
Department: Admin/HR
Effective: ASAP – Office Based
Reports to: TBC
Location: London

Quartz Enterprises

What are we about

Our ambition is simple. To combine our global know-how with local insight to help our clients turn their business goals into reality. By offering innovation, automation and organizational design. All with a personal touch.

Where the strategic magic happens

London is our base of operations. Here, we’ve created an international office with dozens of exceptional people. Over the years, we’ve worked hard to secure our place as leading advisors and business support consultants within our industries. We are incredibly proud of what we’ve achieved so far and plan to continue along the same path. Constantly learning, improving and growing to make sure we always create lasting value for our clients.

Our Mission

Create value and reimagine the technology that powers the categories we work in. Provide management and consulting teams that turn start-ups into medium‑size businesses and support them as they evolve.

Summary

We are seeking a motivated and detail‑oriented Administrative Assistant to join our fun & dynamic team at Quartz. This role is critical in ensuring the smooth and efficient operation of our office, providing administrative support to various departments, and serving as the first point of contact for clients, visitors, and external partners. The ideal candidate will be organized, proactive, and able to manage multiple tasks in a fast‑paced environment.

Your Responsibilities

Office

• Thrive in making the office a pleasant and inspiring place to work
• Main point of contact for London visitors, to be greeted and assisted in a courteous and professional manner
• Ensure visitors receive welcome emails, allocate desks and update systems accordingly
• Act as local Procurement Officer and as the primary point of contact between suppliers and the business, as well as between the landlord and the business
• Carry out daily “facilities” checks and log all issues in the maintenance records as well liaise with the housekeeping and building teams
• Support with office maintenance and renovations work
• Maintain stationery and office supplies – ensure purchasing procedures are adhered to
• Ensure all required insurance policies are up to date and coordinate renewals such as Employers Liability & Management Insurances / TV Licences
• Organise employee gifts, Quartz Swag and the company social events i.e., Summer/Christmas parties and lead the social committee
• Maintain all social platforms with company updates: Quartz Website & LinkedIn/Instagram and Facebook pages
• Manage Health & Safety – ensuring compliance and keeping records & equipment up to date (e.g. risk assessments, DSE forms, first aid kits) and co‑ordinate regular checks (e.g. Office Risk Assessments, PAT (electric equipment), Legionella)
• Act as Lead Fire Marshall and First Aider for the office
• Build and maintain relationships with designated external Travel Management Companies. Work closely with the company to support employees with arranging their own travel such as flights/hotels and ensuring trips are in line with company’s travel policy. Where required, liaise with Travel Management Companies to book flights for employees.
• Managing room bookings and shared calendar logistics
• Support with other administrative projects as required

Finance

• Manage the main invoices inbox and respond to supplier queries
• Process purchase invoices accurately using company systems such as Jira and Sage
• Carry out 4‑eye checks on employee expenses to ensure compliance with the expense policy
• Reconcile and track your spending on company cards
• Maintain and monitor the office budget
• Provide ad‑hoc administrative support to the finance teams

HR

• Supporting reward and recognition initiatives
• Managing training and development requests
• Handling and recording absence such as holiday/sickness
• Support with Reporting requests
• Support with processes such as new starters and leavers and employee changes by entering changes on to the HR system
• Provide support to the HR Assistant with 4 eye checks and cover whilst the HR Assi­stant is on annual leave

Requirements

• Administrative experience or similar role. Experience in HR or finance support is a plus.
• Excellent interpersonal, customer service skills and the ability to anticipate the team needs.
• ‘Can do’ attitude and Growth mindset, with a systematic approach to work and strong prioritisation skills.
• Ability to work independently and in a team setting with minimal supervision.
• A good understanding of Health and Safety management knowledge.
• Ability to work in a fast‑paced environment in an organized manner.
• Ability to handle highly sensitive data and confidential information and maintain a high degree of confidentiality at all times.
• Detail‑oriented precision in all areas of work.
• Strong organisational skills, including the ability to manage multiple schedules and calendars.
• Ability to prioritise tasks according to urgency and meet tight deadlines.
• Proficiency with basic office equipment and office management software.
• Ability to comfortably multitask and shift gears throughout the workday.
• Candidate should be comfortable with 5 days in office and in commutable distance to our office – Currently in Soho, although we will be moving to Euston.
• Candidate should be flexible to support in emergencies /office works such as evening or weekend works.

The above list of duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that are reasonably expected within the scope and grading of the post.

The following signatures indicate that this job description has been discussed thoroughly with the employee and the employee agrees that the job description constitutes the terms of employment.

_________________________________ Date_____________________

_________________________________ Date_____________________

JFC Tech Services Limited