Administrative Assistant

Office Administrator

• Job Type: Temporary (3-month period) Potential to become permanent
• Location: Oxford
• Working Hours: 30-37.5 hours per week, Mon-Fri 09:00 – 17:00
• Salary: £13.50 - £15.00 per hour

We are seeking an experienced Office Administrator to assist with the day-to-day operations of our main office site in Oxford. The successful candidate will work closely with the Office Manager, Company Director, and the Finance Manager, as well as liaise with team members across various locations and handle back-office administration for my clients international businesses.

Day to Day of the role:

• Open, sort, and distribute incoming correspondence.
• Collate sales data for monthly sales reports.
• Manage bookings for hotels and restaurants.
• Coordinate with contractors for property management tasks.
• Process company credit card expenses and submit them for approval.
• Enter bills into the accounting system (XERO/Exact), handling a high volume of purchase invoices.
• Liaise with staff in Belgium to confirm orders and resolve issues, using IT systems for cross-referencing.
• Order IT equipment and hardware.
• Liaise with insurance brokers for Belgian insurance policies.
• Set up and order business cards for the offices.
• Send invoices by email and post, and follow up on unpaid invoices.
• Manage printing and scanning of documents.
• Assist with calendar management when required.
• Update and maintain the filing system (Office 365).
• Collate documents for the accountant for VAT-Return and yearly accounts.
• Contact suppliers as needed and resolve administrative problems and inquiries.

Required Skills & Qualifications:

• Previous administrative experience.
• Demonstrated knowledge of office management systems and procedures.
• Proven ability to work independently and take initiative.
• Excellent communication skills in written and verbal English.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Office 365.
• Strong planning, organising, and prioritising abilities.
• Attention to detail and accuracy, with a customer service orientation.
• Flexibility, adaptability, and a strong sense of teamwork.
• Desirable: Experience with an accounting system or ERP, and previous experience in a managerial/assistant managerial role.

Benefits:

• Opportunity to work with a dynamic international team.
• Exposure to a variety of administrative tasks and international business operations.
• Competitive temporary salary.
• Opportunity for the role to become permanent.
• Hybrid working after training period.

If you are interested in this opportunity and would like to be considered, please apply now! We look forward to hearing from you soon!