Business Administrator

2 weeks ago

London, UK, United Kingdom QCIC Full time

About the role


The Business Administrator will play a pivotal role in supporting the smooth operations of our organisation. This position requires a highly organised and proactive individual who can simultaneously manage multiple tasks and projects. The ideal candidate will have excellent communication skills, a keen eye for detail, and the ability to work effectively in a fast-paced, dynamic environment.


This role is crucial in ensuring the seamless operation of our leadership team and supporting strategic initiatives. Areas of focus are complex daily calendaring, frequent multi-country travel planning, event logistics and execution, and rhythm of the business/project support.


The Business Administrator will have an active role in supporting the leadership team and will be expected to be the lead Business Administrator to our Directors, reporting directing into the CEO.


What you will do


Office Support:

  • Coordinate with central support team members in other global locations to standardise office procedures and policies in the London HQ.
  • Liaise with management and external vendors for maintenance and repairs, taking ownership of the process to a successful conclusion.


Administrative Support:

  • Provide administrative support to the company Directors, including scheduling meetings, managing calendars, and preparing reports.
  • Prepare, edit, and format reports, presentations, and other documents.
  • Assist in organising and coordinating company events, meetings, and conferences, primarily in London.
  • Meeting Preparation: Organise agendas, take meeting minutes, and follow up on action items using available platforms on the Microsoft platform.
  • Aid Directors in the production of PowerPoint presentations, taking minutes and with general administrative assistance as required.
  • Provide high-quality support and an efficient and confidential administrative service to the company Directors.


Communication and Coordination:

  • Serve as a point of contact for internal and external communications related to London office operations.
  • Facilitate effective communication between the London office and other global hubs to ensure alignment and collaboration.
  • Assist in the onboarding process for new employees, including setting up workstations and providing orientation for London-based staff members.
  • Relationship Management: Act as a liaison between the executive team and internal/external stakeholders.


Financial Administration:

  • Assist with budget preparation and expense tracking for office-related expenditures.
  • Manage the invoice process with our Finance team, checking invoices and submitting them to our accounts team for payment as necessary and managing petty cash.
  • Collaborate with the finance department to ensure timely and accurate financial reporting.


Project Management:

  • Lead and support various office-related projects, such as office relocations, renovations, snags, and technology upgrades, primarily in London.
  • With the wider team manage the health and safety aspects related to the London office including but not limited to fire, risk, and other relevant legislations.


Qualifications:

  • Adequate experience in business administrative roles, preferably in a global or multinational company.
  • Strong organisational and multitasking skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently and as part of a team.
  • Experience with budget management and financial reporting.
  • Knowledge of office management software and tools is a plus.


Personal Attributes:

  • Proactive and self-motivated with a strong sense of responsibility.
  • Detail-oriented with a high level of accuracy.
  • Adaptable and able to thrive in a fast-paced environment.
  • Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.


NB: The successful candidate will be required to pass our security screening procedures and those required by our clients (where applicable).

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