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 will be your key responsibilities:

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.

What experience should you have:

  • 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 do you get in return:

  • Life and accident insurance
  • 5 sick days
  • Informal working environment
  • Refreshment at the workplace
  • Possibility of career growth

 
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