Junior Admin Assistant

Foundation Partners; London Borough of Richmond upon Thames; On-site; GBP 26,000 - 34,000; Full time

Job summary

Foundation Partners in Twickenham seeks a Supply Administrator to support supply operations, maintain supplier data, and process invoices. Role involves updating listings, managing contracts, and assisting with travel and office tasks. Training is provided for Xero/CRM/SharePoint, and a calm, organized team player will thrive in a busy environment.

Based in Twickenham 3–4 days a week with public transport access. No on-site parking. Strong Excel and communication skills are essential.

Qualifications

• Strong organisational skills and excellent attention to detail.
• Confident user of Microsoft Excel and Office suite.
• Experience with Xero, CRM systems or SharePoint is an advantage, but training is provided.
• Excellent written communication for client and supplier correspondence.
• Ability to manage multiple priorities and follow up actions without reminders.
• Calm and adaptable in a busy office environment.

Responsibilities

• 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 cash and cheques spreadsheet, especially before events.
• Match invoices with bookings and verify dates with suppliers.
• Ensure supply contracts are in place and follow up on mismatches.
• Collect and enter client guest and travel details, send arrival letters.
• Keep process documents up to date and file on SharePoint.
• General office support: calls, travel bookings, stationery, and office plants.

Skills

Strong organisational skills

Attention to detail

Microsoft Excel

Microsoft Office

Xero

CRM systems

SharePoint

Client & supplier correspondence

Multi-priority / time management

Team player with humour

AI tools for admin (desirable)

Education

No formal education requirements stated

Tools

Xero

CRM

SharePoint

Excel

Microsoft Office

Job description

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

• Strong organisational skills
• Excellent attention to detail
• Confident user of Microsoft Office, particularly Excel
• Experience with Xero, CRM systems or SharePoint is an advantage, but training is provided
• Excellent written communication skills for client and supplier correspondence
• Ability to manage multiple priorities and follow up outstanding actions without being reminded
• Calm and adaptable in a busy office environment
• A team player with a positive attitude and good sense of humour
• Interest in using AI tools to make admin more efficient is desirable