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Administrative Assistant

4 months ago

London, United Kingdom TalentYard Ltd Full time

Job Description

One of our favourite clients and fast growing recruitment agency focused on the offshore market is currently looking for a Project Coordinator to support their Senior Account Manager.

They are a brilliant company to work for, very collaborative and down to earth with a great range of benefits and regularl socials etc. including an annual trip abroad.

Duties and Responsibilities of role:

Travel administration:

  • Responsible for sourcing, organising, booking, tracking, and handling travel requests
  • Ensure that travel needs are met within the constraints of the travel budget set by the client
  • Communicate with freelancers, clients, and travel suppliers, making sure that the travel suppliers understand what requirements must be met and review all of the bookings for accuracy, cost-effectiveness, and policy adherence
  • Providing and researching travel options and providing final itineraries to freelancers and other stakeholders

Visa administration:

  • Collate visa paperwork for clients; sending instructions to the freelancer, chasing the freelancer for completed paperwork, assisting the freelancer with any questions
  • Assist with research for visa/entry requirements for projects in new locations

Course bookings:

  • Arrange required training courses for freelancers
  • Identify suitable training centres (phoning up/researching online)
  • Booking courses and sharing all relevant details with the freelancers
  • Organise hotels if required
  • Liaise with relevant internal and external stakeholders to ensure costs are approved

Project related administration:

  • Collating all relevant offshore certificates and documents to be sent to clients
  • Assist the Senior Account Manager in ensuring all required information is on file for contractors placed. E.g. Emergency contact forms, references etc.
  • Responding to admin queries from freelancers, e.g. providing templates for them to invoice correctly
  • Setting up interviews for freelancers when required

Databasing:

  • Updating and adding new freelancer files to our CRM with their experience and other relevant information from their registration details

Internal Administration:

  • CV formatting
  • Issuing purchase orders & contracts
  • Ad-hoc projects

Benefits:

  • 25 days annual leave (excluding bank holidays)
  • Pension scheme
  • Cycle to work scheme
  • Creative socials (sports activities, nights out etc.)
  • Your birthday off after 1 year
  • Christmas trip abroad
  • Free fruit, tea, and Nespresso coffee
  • 3 paid days off for volunteering
  • Sick pay
  • Training, development and growth opportunities
  • Access to an online mental health support and business coaching platform
  • Unlimited, round-the-clock remote GP appointments
  • Health MOT, an annual at-home blood test checking for 20 different health markers, followed by a comprehensive health report and discussion with a GP

There is huge scope for progression in the role too- to an Account Manager position or within the Operations team.

The right candidate will be a graduate with some office experience. Someone with excellent communications skills, a fast learner and able to multitask.

4 days in the office/ 1 day from home.

Salary £28,000 (max)

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