Foundation Partners
Supply Administrator
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The Person Who Keeps Our Supply Engine Purring...
Purpose of Role
You’ll be the engine room behind our supply operations — keeping suppliers happy, processes slick, and the Head of Supply sane. If you love ticking boxes, chasing invoices with a smile, and turning chaos into a beautifully organised spreadsheet, you’ll fit right in. Bonus: you’ll help us keep making the whole process better as we grow.
Key Responsibilities
Apartments & Supplier Management
- Add new apartments to Beds (our bespoke booking platform) and keep listings fresh and up to date
- Keep supplier information accurate and current across Beds and the CRM
- Whip up new supplier contracts and file them away digitally — no paper trails here
Invoicing & Finance
- Chase down outstanding invoices and contracts like a friendly but persistent detective
- Process supplier invoices on Xero and keep Beds in sync
- Manage Airbnb bookings and update Xero accordingly
- Keep the cash/cheques spreadsheet immaculate, especially in the run-up to a show
Bookings & Contract Checks
- Match invoices against bookings — the ultimate game of spot-the-difference
- Make sure supply contracts are properly in place
- Cross-check booking dates against supplier dates
- Chase teammates (nicely) when something doesn’t add up
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Guest Information & Communication
- Chase up and complete client guest and travel details
- Check and input guest details on Beds
- Send arrival letters that make guests feel welcome before they’ve even arrived
Documentation & Filing
- Keep ZZZ process documents fresh and up to date
- Finalise and file documents digitally on SharePoint
- Help keep our SharePoint filing system as tidy as your desk (hopefully)
General Office Support
- Answer incoming calls with a smile they can hear down the phone
- Keep the office — and our office plants — alive and thriving
- Book business travel arrangements
- Laminate and shred as required — glamorous, we know
- Place stationery orders via Amazon
- Jump in and support other team members whenever needed
Skills & Attributes
- Strong organisational skills — you could alphabetise a junk drawer for fun
- Extremely high attention to detail — typos have nowhere to hide
- Confident, high-level user of Microsoft Office
- Comfortable with Xero, CRM systems, and SharePoint (or keen to learn)
- Excellent written communication for client correspondence
- Able to juggle multiple priorities and chase outstanding actions without being asked twice
- Unflappable — this is a busy office, and multi-tasking is basically a sport here
- A genuine team player with a great sense of humour
- Bonus points if you know how AI can lighten the admin load
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