Office Administrator

6 days ago

London UK, UK, United Kingdom Wimbart Full time

Our Behaviours

Be authentic - honesty, integrity, telling it like it is

Be human - compassionate, resilient, nurturing

Be assertive – focussed, curious, confident

Be creative – vision, innovation, fresh

Anticipate – agile, bold, instinctive


Who are we?

Wimbart is a boutique public relations company with a heavy emphasis on Africa & emerging markets. We produce hyper-targeted, relevant & meaningful media campaigns for a range of international clients.

We work across technology, start-ups, entrepreneurs and investor platforms, to deliver long-term memorable press campaigns. Our capabilities stretch far beyond traditional public relations agencies; we write beautiful copy, build brands and break big news stories.


We operate in a fast-paced, international environment, working with some of Africa's most impressive entrepreneurs and businesses.


Wimbart Job Description – Office Administrator & Operations Support - [Three days per week]


Hours of work

Three days per week with two days in the office [flexibility around working hours are negotiable] Dependent on candidate needs, these hours can be worked over 3 or 4 days per week


Why is this role crucial for Wimbart?

This role will own the administrative support processes at Wimbart, ensuring the smooth and timely running of the client contractual process, financial administration, and people administration tasks such as preparing payroll for our payroll provider and new starter documentation. You will also be responsible for the overall office administration.


You are someone who thrives on working in an inclusive, busy environment, and are someone who can identify new and more agile ways of working, and who constantly uses your initiative to improve the Wimbart office environment. You will have previous experience in both office administration and financial administration.


Reports to / line manager

CEO


Salary Band

£30,000 per annum for 3 days per week [two in-office]


Role & responsibilities and core competencies

*Ad hoc duties commensurate with your role are also included in the below


Bookkeeping & Finance

  • Prepare new client contracts and oversee sign-off
  • Oversee admin around extension of client contracts, keeping an eye on timings and liaising with Account leads 6 weeks before contract-end
  • Record new client details on Xero and day-to-day management of Xero
  • Day-to-day bookkeeping including processing of sales and purchases invoices, supplier payments, bank reconciliation, prepare and submit VAT returns.
  • Track and record all company expenses
  • Monthly banking reconciliation on Xero
  • Liaise with company’s external accountant on reconciliation
  • Liaise with company’s external accountant on payroll
  • Liaise with company’s consultant Finance Manager on all matters of finance/record keeping
  • File and sort finance and contractual documents - own that process
  • Follow-up with clients on late payment of invoices
  • Handling occasional financial inquiries and providing support.


Company Administration

  • Manage Breathe HR system
  • Maintain annual leave, sick leave and attendance records
  • Maintain list of employees, including birthdays and work anniversaries
  • New employee orientation – review all new hire paperwork with new hires, distribute employee handbook and policies
  • Maintain HR records
  • Maintain operational manual, logging company business procedures
  • Maintain employee handbook, ensuring it’s reviewed and updated - approx every six months
  • Administer documentation for recruitment process
  • Administer new employee contracts / update employee contracts when necessary
  • Plan and coordinate administrative procedures and systems alongside the Senior Team to ensure they get the support they need
  • Administer paperwork for project related tasks e.g. sub contractor verifications or various submissions
  • Manage company subscriptions process


Office Administration

  • Coordinate third party suppliers [cleaners, IT support, insurers, legal, HR]
  • Liaise with landlord on building related matters
  • Ensure H&S compliance
  • Maintain purchasing and stock of all office supplies
  • Assist with organisation of Company special events – Summer and Christmas parties


Your specialisms

What you’ll bring to Wimbart:

Essential

  • Meticulous attention to detail
  • Minimum 3 years’ experience in similar role
  • Ability to handle confidential information in a timely manner
  • Experience of working in a fast paced start up or agency environment
  • Experience with financial procedures and record keeping
  • Ability to collaborate with cross-functional teams on project plans
  • Competent in developing reports, policies, and procedures to enhance system operation
  • Be a confident, proactive self-starter with the ability to multitask
  • Be deadline oriented with the ability to prioritise activities
  • Excellent organisational, time management and problem-solving skills
  • Strong knowledge of the following Software/Technology
  • Xero
  • Excel
  • Google Work Suite


Desirable

  • Experience in a communications agency / industry
  • Good all round accounts experience ideally gained in an SME
  • Workable, basic understanding of basic HR practices


Wimbart employee commitment

At Wimbart we believe in championing personal growth and achievements, but first and foremost, we’re also a team, and a team is strongest when everyone feels that they are supported and are valued as individuals.


We know that our team are the heart of Wimbart and that is why we make the following commitment to all our people:


  • To be a meritocracy with a fair and transparent pay review process
  • To offer opportunities for internal promotion
  • To provide everyone with a fair and structured performance appraisal process
  • To provide a learning environment that supports its employees in becoming experts in their roles
  • To give all Wimbart’s people opportunities to influence and improve how we work


Our commitment to building an inclusive workplace

Wimbart is an equal opportunities employer who believes passionately that our team should represent the diversity of the clients that we support. We are committed to providing a place of work that provides fair and equal career growth and learning opportunities to all its employees. We do not tolerate discrimination of any kind within our company and we celebrate creating a culture offering opportunity for all; regardless of race, culture, gender, age, sexual orientation, disability or religious beliefs

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