Administrator

Job description

Position: Business Services Administrator

Employment: Full Time - 40 hours per week - Monday to Friday

PURPOSE OF ROLE 

Leading full service Brand Experience group that produces and executes an exciting portfolio of projects with a range of flagship clients. Since 2012 we have been disrupters of the experiential marketing and live event industry, managing client projects from concept through to delivery.  

We continue to expand, notably into global markets with the right leaders and teams at the forefront and as part of that growth are currently recruiting for a new Business Services Administrator

WHAT YOU WILL BE RESPONSIBLE FOR

• Finance Support 

  • PO reconciliation 

  • Reconciliation of supplier payment terms 

  • Send out reports of PO's not matched to an invoice

  • Chase VAT invoices for pro-forma invoices

• Recruitment Coordination 

  • Assisting in managing internal recruitment campaigns by posting job adverts, screening candidates and scheduling interviews. 

  • Candidate communications to ensure a strong candidate pipeline to support future hiring needs of the company. 

  • Ensuring completion of pre-employment checks for all new starters.
     

• HR Administration 

  • Coordinating employee onboarding and offboarding administration. 

  • Providing assistance in preparing HR Documentation (contracts, letters, variations, etc) 

  • Supporting  in responding to HR related queries and requests. 

CEO’s Office Support

• Diary & time management 

• Meeting preparation 

• Travel management & briefing packs

• Leadership-team coordination 

• Business-development follow-up

• Internal communications 

• Document management

• Personal appointments affecting work 

• Hospitality bookings & Client gifts

• Visitor management & engagement

WHAT WE ARE LOOKING FOR

The successful candidate will be a flexible, proactive, hands on administrator who enjoys being involved in day to day internal business operations. They will be highly organised, approachable and comfortable juggling a varied workload across Office and Site based operations, H&S, HR & Recruitment and EA duties. 

• At least 4 years of experience in an Administrator/Coordinator role.

• A confident communicator who builds trust between internal and external stakeholders. 

• Cool-headed, proactive, and solutions-focused when things get hectic.

• A good understanding of confidentiality, GDPR and professional discretion.

Preferable Additions

• Experience in working in a private family / CEO office

• Multi lingual (English & Japanese)

• Used to working on multiple time zones

Reference 225653164