Supply Administrator

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

Job summary

Foundation Partners is seeking a meticulous Supply & Operations Administrator to support our busy team in London. You’ll manage supplier data, chase invoices, and keep our Beds platform and CRM information accurate.

Your role will include processing invoices in Xero, handling bookings, and filing documents digitally to keep operations slick and auditable. We value strong organisational skills, attention to detail, and excellent written communication.

Qualifications

• Excellent written communication for client correspondence.
• Highly organised with meticulous attention to detail.
• Ability to juggle multiple priorities and follow through.
• Experience using Xero, CRM systems and SharePoint.
• Team player with a sense of humour and proactive mindset.

Responsibilities

• Add new apartments to Beds and keep listings up to date.
• Maintain supplier information across Beds and CRM.
• Create supplier contracts and file digitally.
• Chase outstanding invoices and process supplier invoices in Xero.
• Manage Airbnb bookings and update Xero accordingly.
• Match invoices against bookings and ensure contracts are in place.
• Chase colleagues when discrepancies appear.
• Collect client guest and travel details and input into Beds.
• Handle filing in SharePoint and keep documents tidy.
• Provide general office support and book travel.

Skills

Strong organisational skills

Attention to detail

Microsoft Office

Xero proficiency

CRM & SharePoint experience

Clear written communication

Tools

Xero

CRM systems

SharePoint

Microsoft Office

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

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.