Essential Duties & Responsibilities

Front Office & General:

• Welcome visitors, guests, and contractors, ensuring a professional reception experience.
• Manage incoming telephone calls, take and relay messages as required, handle post and couriers, and schedule general office appointments.
• Order office supplies and maintain stock control of stationery and consumables. Source and negotiate contracts for office supplies, furniture, equipment, refreshments, and any utilities.
• Organise and update records related to office and facilities management and any other documents; scan, file, and maintain electronic records and documentation.
• Support the HR/Office Manager in any external event planning and internal preparation activities like celebrations, meetings, including room setup, catering, etc.
• Obtain quotations from maintenance contractors and suppliers.
• Complete routine building inspections, including Health & Safety and Fire Safety checks.
• Assist with booking flights, visas, hotel accommodation, and rental cars, as needed.

Accounting

• Check the accuracy of employee expense claims.
• Code and log purchase invoices accurately.
• Input invoices into Sage accounting software.
• Assist with credit control activities, including monitoring outstanding payments and following up where necessary.
• Perform company credit card reconciliations, check receipts against statements, and follow up with employees to obtain missing documentation.

Other

• Maintain holiday and absence records by logging annual leave and time-off requests, filing supporting documentation, and monitoring sickness trends.
• Support upcoming office relocation activities, including organising and clearing storage areas.
• Provide overall general administrative support to ensure the smooth running of the office.
• Maintain a plan for business continuity to deal with any adverse effects on our premises.
• Other adhoc duties as assigned.

Experience And Skills

• Legal right to work in the UK.
• 0 to 2 years of experience.
• Computer literacy.
• Good numeric skills.
• Enthusiastic, flexible, proactive, and approachable disposition.
• Good communication skills - written and verbal.
• Good organisational skills.
• Attention to detail.
• Excellent time management.
• Ability to prioritize.
• Be able to travel to the Sutton office at least 4 days a week (Monday to Thursday).

Preferred Skills & Qualifications

• Basic understanding of accounting processes.
• GCSE’s.

Please note that this job description does not cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job.