Junior Admin Assistant

Foundation Partners; Greater London; Presencial; GBP 23.000 - 32.000; Jornada completa

Descripción de la vacante

Foundation Partners in Twickenham is seeking an organised Supply & Finance Administrator to streamline supplier management, invoicing, bookings and guest communications. You’ll turn chaos into tidy records, chase outstanding items, and keep Beds, Xero and SharePoint in sync.

Based in our Twickenham office 3–4 days a week, you’ll work closely with teams to ensure smooth operations, accurate data, and proactive problem solving.

Formación

• Strong organisational discipline and attention to detail.
• Excellent written communication for client correspondence.
• Comfortable using Microsoft Office, Xero, CRM systems and SharePoint.
• Ability to juggle multiple priorities and chase outstanding actions.
• Willingness to learn and adapt, including AI tools to streamline admin tasks.

Responsabilidades

• Add new apartments to Beds and keep listings up to date.
• Keep supplier information across Beds and CRM accurate.
• Create supplier contracts and file them digitally.
• Chase outstanding invoices and process supplier invoices on Xero.
• Manage Airbnb bookings and update Xero accordingly.
• Match invoices to bookings and ensure proper contracts.
• Chase teammates when issues arise.
• Input guest details on Beds and send arrival letters.
• Keep process documents updated and file on SharePoint.
• Assist with general office tasks and travel arrangements.

Conocimientos

Organisational skills

Attention to detail

Microsoft Office

Xero

CRM systems

SharePoint

Written communication

Multi-tasking

Team player

AI for admin load

Herramientas

Microsoft Office

Xero

CRM systems

SharePoint

Descripción del empleo

Purpose of Role

You'll be the engine room behind our supply operations - keeping suppliers happy, processes slick, and the Head of Supply sane. If you love ticking boxes, chasing invoices with a smile, and turning chaos into a beautifully organised spreadsheet, you'll fit right in. Bonus: you'll help us keep making the whole process better as we grow.

This role is based in our Twickenham office 3-4 days a week. As there’s no on-site parking, a manageable commute by public transport to TW1 is essential.

Key Responsibilities

Apartments & Supplier Management

• Add new apartments to Beds (our bespoke booking platform) and keep listings fresh and up to date
• Keep supplier information accurate and current across Beds and the CRM
• Whip up new supplier contracts and file them away digitally - no paper trails here

Invoicing & Finance

• Chase down outstanding invoices and contracts like a friendly but persistent detective
• Process supplier invoices on Xero and keep Beds in sync
• Manage Airbnb bookings and update Xero accordingly
• Keep the cash/cheques spreadsheet immaculate, especially in the run-up to a show

Bookings & Contract Checks

• Match invoices against bookings - the ultimate game of spot-the-difference
• Make sure supply contracts are properly in place
• Cross-check booking dates against supplier dates
• Chase teammates (nicely) when something doesn’t add up

Guest Information & Communication

• Chase up and complete client guest and travel details
• Check and input guest details on Beds
• Send arrival letters that make guests feel welcome before they've even arrived

Documentation & Filing

• Keep ZZZ process documents fresh and up to date
• Finalise and file documents digitally on SharePoint
• Help keep our SharePoint filing system as tidy as your desk (hopefully)

General Office Support

• Answer incoming calls with a smile they can hear down the phone
• Keep the office - and our office plants - alive and thriving
• Book business travel arrangements
• Laminate and shred as required - glamorous, we know
• Place stationery orders via Amazon
• Jump in and support other team members whenever needed

Skills & Attributes

• Strong organisational skills - you could alphabetise a junk drawer for fun
• Extremely high attention to detail - typos have nowhere to hide
• Confident, high-level user of Microsoft Office
• Comfortable with Xero, CRM systems, and SharePoint (or keen to learn)
• Excellent written communication for client correspondence
• Able to juggle multiple priorities and chase outstanding actions without being asked twice
• Unflappable - this is a busy office, and multi-tasking is basically a sport here
• A genuine team player with a great sense of humour
• Bonus points if you know how AI can lighten the admin load

A People team built for ambitious businesses

The old model for People & Talent doesn’t work for today's businesses. We've built a better one.

Traditionally, early-stage Founders had two options: handle People & Talent themselves, losing precious time they should be spending on product or go-to-market, or hire a generalist, expected to cover everything from culture to recruitment to performance. We offer a more impactful alternative: A fully flexible, fractional People & Talent team with specialist skillsets and hands-on delivery, ready to start driving impact for your business in weeks, not months.