Head of Administration

2 days ago

London, United Kingdom 19 London Full time

This is an exciting opportunity for an experienced Administration Professional to join a busy and vibrant Wine Trader in the heart of the City of London as Head of Administration.

The Administration department handles all the company’s administrative tasks, their duties ensuring that the company is operating effectively by providing support to the different departments. The Head of Administration's main tasks includes organising the company's day-to-day operations as well as managing office equipment, distributing incoming and outgoing mail, answering and redirecting phone calls, maintaining internal databases, booking meetings, and arranging travel, to mention a few.

This is a busy trader environment and therefore they require a confident individual, who has a good sense of humour and is able to hold their own. You will be highly organised, and tech-savvy and have excellent communication and interpersonal skills. Fluency in Portuguese or Spanish would be a bonus for this role but is not essential.

Based in offices in the City of London, the usual working hours are Monday to Friday 9.30am - 6pm, with the flexibility required at times.

**Responsibilities include**:

- Provide support to all departments
- Meeting and greeting guests
- Manage meeting rooms
- Answering telephone calls and managing correspondence
- Taking payments over the phone
- Managing Excel spreadsheets
- Prepare and send parcels nationally/internationally
- Send contracts to clients and follow their status
- Hiring and training new administrative employees
- Evaluating the administrative department regularly and implementing improvements
- Performing inventory and ordering new office supplies
- Preparing and reviewing reports
- Manage schedules and deadlines
- Photocopy/scan and print various documents, sometimes on behalf of other colleagues
- Organise and store paperwork, documents, and computer-based information
- Send COAs, Invoices & Insurance Policies to clients when payment is done and the contract is signed
- Liaise with staff in other departments and with external contacts
- Organise travel and accommodation for staff and other external contacts.

**Essential criteria**:

- Prior experience in administrative/managerial roles
- Live within a commutable distance of the City of London
- Proficiency in English written and spoken, and one of the following would be a bonus, but not essential (Spanish-Portuguese)
- Educated to A-Level or above
- Competency with Microsoft Office (including Excel)
- Confident and resilient
- Good sense of humour
- Organise and able to prioritise
- A team player
- Excellent interpersonal and communication skills

Well-presented and ambassador for the organisation

**Salary**: £30,000.00-£35,000.00 per year

Schedule:

- Monday to Friday

Work Location: One location

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