Senior Administrator

Responsibilities:

Provide Administrative and Accounting support to the office and employees to ensure smooth daily operations.

Accounts: 40%

Invoice/expense submission

Check entries are accurate and claims are within policy

Budget applications

Prepare weekly payment runs

Close paid invoices on internal expense and invoice systems

Update internal bank statement spreadsheet

Reconcile credit card statement

Carry out internal controls (mileage, mobile phones, HQ invoices)

Review HQ statements and resolve queries

Complete tasks to hit month end deadlines

Resolve Accounts Payable and Accounts Receivable queries

Ad hoc query resolution

Travel: 40%

Expense system maintenance including confirming trip requests

Book travel per company policy – taxi/hotels/flights and other

Ensure processes are being followed and support as necessary

Generate reports from spend to identify regular travel

Negotiate room rates for areas visited regularly

Liaise with Four Seasons for customer travel

Ad hoc query resolution

General: 20%

Stock room cover / back up for holidays and absences (requires office attendance vs WFH)

Order stationery, business cards, printer supplies

Order office consumable supplies (coffee, tea, milk, snacks, etc)

Order gifts/vouchers for employees (weddings, births, leaving, etc)

Arrange hospitality for meetings

Organise Christmas Party, Summer Event or company's meals

Obtain quotes for office equipment

General office maintenance including the kitchen and meeting rooms

Experience/Skills:

Previous experience of booking travel is essential

At least 3 years’ experience working in Office Administration

Excellent interpersonal skills

Excellent attention to detail/accuracy

MS Excel skills preferable

Experience of business finance systems an advantage

Team Player

Able to perform effectively while 'juggling' a number of tasks

Able to perform multiple tasks under time pressures

Able to take ownership and responsibility

Able to engage across all levels and all functions

Good verbal and written International English skills

A strong character, able to negotiate effectively

Able to drive and have own car