Admin Coordinator
We are seeking an organised and detail-oriented Administrative Coordinator to provide support to our operations team. The role involves financial tracking, invoicing, and maintaining systems to ensure efficient and accurate operations. This is a part-time role requiring approximately 20 hours per week.
What might appear on your to-do list?
IOSA Support
The IOSA system is an internal tool used to manage purchase orders and invoices, ensuring they align for accurate accounting and reporting. Tasks include:
- Order Management: Raise and manage purchase orders through the IOSA system, ensuring accuracy and completeness of all entries.
- Invoice Pairing: Match incoming invoices to the corresponding purchase orders in IOSA, verifying that amounts, descriptions, and other details align correctly.
- Data Validation: Regularly check that all entries in IOSA are complete and accurate, identifying and resolving discrepancies.
Bank Account Management and Budget Tracking
- Regularly check the company bank account.
- Update and maintain the budget tracker with accurate data.
Process and reconcile credit card expenses.
Invoicing
- Raise invoices for day desk bookings using the Office RnD platform (workspace management platform that handles memberships, bookings, invoicing, and payments).
- Cross-check and verify payments to ensure they are correctly posted in Office RnD on a weekly basis.
- Check outstanding payments and proactively reach out to companies to follow up on overdue balances.
Leasing/Business Development support
- Review and maintain memberships in Office RnD, ensuring all details align with contracts and invoices are generated correctly.
- Assist with listing office availability on various external broker platforms (updating imagery, descriptions, contact information)
- Raising Purchase Orders for agent/broker fees relating to office deals completed.
Do you meet these criteria? You're already a strong candidate!
- Strong organisational skills and attention to detail.
- Experience in invoicing, payment tracking, and financial reconciliation.
- Excellent communication skills for liaising with team members.
- Ability to work independently and meet deadlines consistently.
What you can expect from us
- Life and accident insurance
- 5 sick days
- Informal working environment
- Refreshment at the workplace
- Possibility of career growth