Administrative Coordinator (m/f)

HB Reavis Group; United Kingdom; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Pension

Private medical insurance

Gym membership

Flexible working

Employee discounts

Job summary

HB Reavis Group in the United Kingdom seeks an Administrative Coordinator to support HubHub Operations and Head Office teams, ensuring accurate financial tracking, PO management, invoicing, budget monitoring, and member administration.

You will manage bank and budgeting tasks with strong Excel usage, coordinate onboarding/offboarding, and help with leasing and office processes while collaborating across departments.

Qualifications

• Experience in administration, invoicing, finance support, or coordination roles would be beneficial.
• Strong organisational skills, attention to detail, and the ability to manage multiple priorities.
• Confident working independently while collaborating with a wider team.
• Good working knowledge of Microsoft Office, particularly Excel.
• Experience with CRM, accounting, or workspace management systems is an advantage.
• Exposure to flexible workspaces, property, facilities, hospitality, or business support environments would be welcomed.
• Proactive mindset, positive attitude, and delivering exceptional support and service.

Responsibilities

• Manage IOSA/PO lifecycle: raising, processing and matching purchase orders and invoices.
• Monitor and reconcile banking transactions and update budget trackers.
• Assist with financial reporting and ensure accurate expense records.
• Onboard/offboard members and maintain accurate membership records for billing.
• Support office leasing activities and broker/agent commissions as needed.
• Provide administrative support across operations and sales teams.

Job description

We are seeking a highly organised and detail-oriented Administrative Coordinator to support our HubHub Operations and HBReavis Head Office teams. This role is essential to ensuring the smooth running of our financial tracking, administrative processes, including purchase order management, invoicing, budget tracking, and member administration.

What might appear on your to-do list?

IOSA Support

• The IOSA system is used to manage purchase orders and invoices, ensuring accurate accounting and reporting.
• Raising, processing, and maintaining purchase orders within the system including supplier invoice matching.
• Investigating and resolving discrepancies between purchase orders and invoices.
• Ensuring and maintaining accuracy and completeness of all entries.
• Conducting routine audits and checks to ensure data integrity and compliance are identified and that discrepancies are resolved.

Banking & Budget Management

• Monitoring company bank accounts and review transactions regularly.
• Update and maintenance of internal budget trackers with accurate financial information.
• Processing, review, and reconciliation of company credit card expenses.
• Assistance with financial reporting by ensuring expenditure records are correct and up to date.

Invoicing & Member Administration

• Using our office platform to raise invoices for day desk bookings, memberships, offices, meeting rooms, and other workspace services.
• Onboarding of new members and ensuring accurate setup within the system.
• Processing member offboarding and ensuring all final charges are raised correctly.
• Review and reconciliation of payments against invoices on a weekly basis.
• Monitoring of aged debt and proactive follow up on overdue invoices and outstanding balances.
• Maintenance of accurate membership records to ensure billing aligns with contractual agreements.

Leasing & Business Development Support

• Supporting the team in maintaining accurate office availability listings across broker and marketing platforms.
• Update of office descriptions, images, pricing, and contact details as required.
• Raising of purchase orders relating to broker and agent commissions.
• Providing administrative support for office leasing activities.
• Assisting the wider operations and sales teams with administrative tasks and reporting.

Do you meet these criteria? You're already a strong candidate!

• Experience in administration, invoicing, finance support, or coordination roles would be beneficial.
• Strong organisational skills, attention to detail, and the ability to manage multiple priorities.
• Confident working independently while collaborating effectively with a wider team.
• Good working knowledge of Microsoft Office, particularly Excel.
• Experience with CRM, accounting, or workspace management systems is an advantage.
• Previous exposure to flexible workspaces, property, facilities, hospitality, or business support environments would be welcomed.
• A proactive mindset, positive attitude, and a passion for delivering exceptional support and service.

What you can expect from us

• We offer a competitive and well‑rounded benefits package designed to support your wellbeing, growth and life outside of work.
• Financial security from day one – pension, life assurance, income protection, private medical insurance and health cash plan.
• Smart salary‑sacrifice options – including childcare support, season ticket loans, gym membership, cycle to work and an electric car scheme.
• Flexible ways of working – while we are an office‑first organization, we offer flexible working arrangements and working hours to help you balance work with your personal commitments.
• Wellbeing & family support – employee assistance programme, health screenings, enhanced parental leave and access to wellbeing initiatives.
• A workplace you’ll enjoy – award‑winning, wellbeing‑focused offices, regular social events, volunteering opportunities, healthy snacks and drinks.
• Extra perks that matter – employee discounts and a referral bonus for recommending new colleagues.
• Continuous learning & development – an individual development budget, an annual LLM license tailored to your needs, and targeted development opportunities aligned with your goals.

Sound good? Let us know you're interested!