Office Administrator

FM Finance Ltd; Cheltenham; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A dynamic fintech company in Cheltenham is seeking an Office Administrator. The role involves overseeing daily operations, supporting compliance, and managing communications. The ideal candidate will have over 3 years of experience in administration, strong organizational skills, and proficiency in MS Office. This position offers a hybrid working arrangement, contributing to effective financial operations and compliance in a fast-paced environment.

Qualifications

• 3+ years of experience in office administration or management.
• Experience in a financial institution is highly desirable.
• Strong proficiency in MS Office Suite is essential.

Responsibilities

• Oversee daily office operations for a compliant and professional environment.
• Manage communication with stakeholders and maintain office supplies.
• Support compliance frameworks and assist with audit documentation.

Skills

Strong organisational abilities

Excellent written and verbal communication skills

High attention to detail

Problem-solving mindset

Customer service orientation

Education

Qualification in office administration, bookkeeping, or project management

Tools

MS Office Suite

CRM systems

Document management tools

Job description

About FM Finance Ltd

FM Finance Ltd, trading as FMPAY, is a dynamic fintech company providing innovative payment solutions for businesses and consumers. Specialising in secure, seamless transaction processing, FMPAY helps businesses accept payments through a variety of channels, including mobile and online platforms.

With a focus on simplicity and security, FM Finance offers cutting‑edge financial services for merchants and e‑commerce businesses. Our goal is to empower businesses of all sizes with cost‑effective, tech‑driven tools to manage payments and streamline financial operations.

As part of our continued growth, we are seeking a highly organised and professional Office Administrator to ensure smooth daily operations and support our management and staff.

Employment Type: Full time – hybrid working

Position Overview

The position plays a central role in ensuring the efficient, organised, and compliant operation of the office in a fast‑paced financial environment. The Office Administrator is responsible for ensuring the efficient day‑to‑day operations of the office, providing administrative support to management and staff, and maintaining compliance and operational standards required within a regulated financial environment. The role ensures smooth workflow, effective communication, and adherence to company policies, including documentation, record‑keeping, and client service protocols.

Key Responsibilities

• Office Administration
• Oversee daily office operations, ensuring a professional, organised, and compliant working environment.
• Manage communication with internal and external stakeholders.
• Manage office supplies, equipment, vendor relationships, and service contracts.
• Coordinate mail handling, document printing, filing, and archiving (including confidential financial documents).
• Maintain office budgets and support expense tracking and reporting.
• Prepare administrative reports and dashboards for management.
• Assist with customer support functions as needed.
• Support procurement and facility management activities.
• Monitor operational processes to ensure efficiency and escalate issues where necessary.

Compliance & Regulatory Support

• Support the implementation and monitoring of compliance frameworks (e.g., KYC, AML, data protection).
• Assist with the preparation and maintenance of audit files and regulatory documentation.
• Ensure secure handling and storage of sensitive financial and client records.
• Update and maintain internal policies and procedures under guidance from compliance or risk officers.

Client & Staff Support

• Serve as a first point of contact for clients, partners, and visitors, ensuring professional communication and service.
• Support senior management with scheduling, travel arrangements, minute‑taking, and correspondence.
• Arrange internal meetings, workshops, and external events.
• Assist in coordinating inter‑departmental workflows (operations, finance, compliance).

Qualification and Professional Experience

• Qualification in office administration, bookkeeping, or project management would be an advantage.
• At least 3 years of experience in office administration or office management.
• Prior experience in a financial institution is highly desirable.
• Experience handling confidential information and working within a heavily regulated environment.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM systems, document management tools, and basic accounting packages.

Key Skills & Competencies

• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work with discretion and maintain confidentiality.
• Problem‑solving mindset and ability to anticipate operational needs.
• Professional demeanour and customer‑service oriented.
• Proactive, flexible, and able to work independently.

Equal Opportunity

FM Finance Ltd. adopts a zero‑tolerance approach to discrimination on any of the protected grounds in the Equality Act 2010.

We are committed to providing equal opportunities to all current and prospective employees regardless of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We believe that a more inclusive workforce, where people of different background work together, ensures better outcome for all stakeholders. As such, we place inclusiveness in all that we do.