Supply Administrator

Foundation Partners Group; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

Foundation Partners Group is seeking a proactive Operations/Administration professional to manage supply-side tasks for our apartment platform Beds. You’ll keep listings current, manage supplier data across Beds and CRM, and handle contracts digitally with strong attention to detail.

You’ll also chase invoices, process supplier invoices in Xero, align Airbnb bookings with accounting, and ensure smooth coordination across teams in a fast-paced office.

Qualifications

• Strong organisational skills with keen eye for detail and accuracy.
• Ability to manage multiple tasks in a busy office environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and document filing.
• Experience with Xero, CRM systems and SharePoint is preferred.
• Excellent written communication for client correspondence.
• Ability to chase outstanding actions and keep teams aligned.

Responsibilities

• Add new apartments to Beds and keep listings up to date.
• Maintain supplier information across Beds and the CRM.
• Create supplier contracts and file them digitally (no paper trails).
• Chase outstanding invoices and contracts.
• Process supplier invoices in Xero and keep Beds in sync.
• Manage Airbnb bookings and update Xero accordingly.
• Match invoices against bookings and ensure contracts are in place.

Skills

Organisational skills

Attention to detail

Microsoft Office

Xero & CRM systems

SharePoint

Written communication

Multi-tasking

Team player with humour

AI for admin

Tools

Xero

CRM systems

SharePoint

Job description

The person who keeps our supply engine purring...

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.

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