Contracts Coordinator/Administrative Assistant London, England
Job description
About Edvice
We are a bespoke international educational consultancy working with American and international families who are interested in pursuing higher education in the United States. We are a small, collaborative office of three consultants.
This is a reception-based role and will play an essential part in the day-to-day running of the office as well as overseeing the timely production and collation of contracts and invoices for all education consultants. This is including but not limited to the following:
Contract/Invoice Creation and Management
- Collecting initial client information;
- Issuing contracts and invoices for services; and
- Timely reconciliation of invoices and payments within Xero (online accounting software).
Managing the Office
- Responsible for the smooth running of the office;
- Perform reception duties by being the first point of contact for all visitors and phone enquiries;
- Maintain confidential database of clients;
- Undertake PA duties for the consultants, including diary and email management;
- Keep accurate records for consultants’ expenses and manage petty cash/payroll reimbursements where appropriate;
- Ordering all office consumables, managing online ordering through Office Depot, Amazon etc;
- Maintain the office condition and ensure any repairs and scheduled maintenance are carried out;
- Keep the office tidy, including the kitchen;
- Ensure office equipment is in good working order, including printers and kitchen apparatus; and
- Act as the first point of contact for all office suppliers including couriers, cleaners, IT support, among others.
Requirements
- Previous admin experience in office environment;
- Ability to maintain discretion and confidentiality of client information;
- Excellent communication and interpersonal skills;
- Service-oriented, positive, and friendly;
- Consistent diligence and care for all tasks you turn your attention to;
- Strong organizational and time-management skills;
- Ability to work with little supervision and maintain a high level of performance;
- Comfortable working with teenagers (ages 14-18) and their families;
- CRB certified or eligible to pass certification;
- Proficiency in Google Suite, Xero, Microsoft Office, Zoom meetings and phone (training provided for bespoke systems); and
- Familiarity with the US higher education system is a benefit but not required.
Further Information
- Typically Monday through Friday, but some Saturdays in the busy season (August through December), with the option to flex one weekday.
- Flexible work day: typically 10:00 a.m. to 6:00 p.m.
- Flexible holiday allowance: two weeks winter holiday, additional flexible two weeks between February and June, office is closed for the month of July.
- Smart casual dress code (jeans and smart trainers acceptable).
Job Type: Full-time
Salary: £27,000.00-£32,000.00 per year
Benefits:
- Casual dress
- Flexitime
- Free parking
- On-site parking
Schedule:
- Flexitime
- Monday to Friday
Ability to commute/relocate:
- London, NW3 5HT: reliably commute or plan to relocate before starting work (required)
Licence/Certification:
- Criminal Records Bureau Certification (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: One location
Expected start date: 01/05/2023
