Support Services Manager
3 weeks ago
As an Office Administrator at Adfield Group, you will play a vital role in supporting the smooth operation of our office.
You will be responsible for preparing and completing monthly invoicing processes, managing the sourcing and procurement of various items, and providing quotations to clients.
This is a part-time position, offering flexible hours (26-32 hours per week), and we encourage applications from candidates who can start as soon as possible.
Key Responsibilities- Invoicing and Financial Administration
- Prepare and complete monthly invoicing processes, including collecting hours from staff, chasing receipts, and matching them to credit card bills.
- Compile supplier invoices and send out client invoices.
- Office Operations and Support
- Update internal files and spreadsheets regularly.
- Open and manage incoming post, arrange outgoing post, and organise couriers for parcels.
- Procurement and Booking
- Manage the sourcing and procurement of various items, including hotel rooms, event venues, corporate gifts, stationery, toner cartridges, and Royal Mail stock.
- Negotiate to secure the best rates and payment terms for these services.
- Provide quotations to clients when requested by Directors or the Management team.
- Visitor and Client Support
- Welcome visitors to the office and provide refreshments, as well as organising lunches when necessary.
- Additional Tasks
- Fulfil client envelope orders and manage mail merges for mailers.
- Maintain the Adfield Leave Chart and update the company phone list.
- Organise staff collections and birthday cards.
- Answer the office phone and assist with general office duties.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Understanding of SAGE 50 Accounts would be an advantage.
- Excellent organisational skills and attention to detail.
- Strong communication, negotiation, and relationship-building skills.
- Adaptability, problem-solving skills, and the ability to work on initiative.
- The ability to "make things happen."
- Reliable, discreet, and able to handle confidential information.
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