At a Glance
- Tasks: Support daily operations with accounting, travel bookings, and general office maintenance.
- Company: Join a dynamic team focused on smooth business operations.
- Benefits: Competitive salary, supportive work environment, and opportunities for growth.
- Other info: Fast-paced environment with a focus on teamwork and collaboration.
- Why this job: Be the backbone of our office and make a real difference every day.
- Qualifications: 5+ years in office administration, strong Excel skills, and travel booking experience.
The predicted salary is between 30000 - 40000 £ per year.
Job Purpose: Provide accounting and business support to the office and employees to ensure smooth daily operations.
Responsibilities:
- Accounts: 45%
- Able to follow weekly and monthly routines to hit deadlines
- Submit invoice and expense claims to bespoke database
- Check claims are within policy and are supported by the necessary approvals
- Check invoice entries are accurate with correct accounting codes, department splits and budget codes
- Push system for approvals if required
- Prepare weekly payment runs
- Close paid invoices on internal expense and invoice systems
- Update internal bank statement spreadsheet with invoice numbers once or twice weekly or as required
- Send invoices to external Accountant by Dropbox weekly or as required
- Carry out internal controls by running monthly reports (mileage, mobile phones, HQ invoices, etc)
- Maintain spreadsheet detailing expenses for HQ employees monthly
- Maintain spreadsheet detailing employee gifts and employee entertainment costs monthly
- Resolve differences on monthly Accounts Payable report
- Review HQ statements and resolve queries
- Assist the Office and Finance Manager with provision of the data for the annual budgets
- Ad hoc query resolution
- Travel: 35%
- Bespoke expense system - confirm trip requests daily, add and remove employees
- Ensure travel approvals are in place and processes are being followed
- Book travel within company policy – flights, hotels, Eurostar, etc
- Manage group bookings – record and analyse related costs by employee for Accounts submission
- Ensure travel invoices are submitted to Accounts supported by the necessary approvals
- Maintain spreadsheet detailing travel bookings for each month
- Ad hoc query resolution
- General: 20%
- Assist with general office maintenance including the tidiness of kitchens and meeting rooms
- Order stationery, business cards, printer supplies
- Order office consumable supplies (coffee, tea, milk, snacks, etc) and assist with incoming deliveries
- Order gifts/vouchers for employees (weddings, births, leaving, etc)
- Order miscellaneous items as requested by the wider team. e.g. specialist couriers, sim cards, IT equipment, etc.
- Provide hospitality catering for meetings (may require office attendance vs WFH)
- Organise Christmas Party, Summer Event and restaurant lunches and dinners, etc.
- Obtain quotes for office equipment and services
- Apply system budget applications for entertainment and office expenses by presenting proposals and comparisons via Excel and Powerpoint
- Assist with updating the People List and Desk Plan providing copies for new starters.
- Stock room/team cover for holidays and absences (may require office attendance vs WFH)
- Assist Office & Finance Manager with ad-hoc tasks and projects
Experience/Skills:
- At least 5 years’ experience working in Office Administration
- Experience of business finance systems an advantage, particularly Accounts Payable
- Good numeracy and Excel skills
- Excellent attention to detail/accuracy
- Excellent interpersonal skills
- Previous experience of booking travel is essential
- Team Player
- Able to perform multiple tasks under time pressures
- Able to take ownership and responsibility
- Able to engage across all levels and all functions
- Good verbal and written International English skills
- Able to negotiate effectively
- Able to drive and have own car
- Able to travel to the office 5 days per week
Senior Administrator in Edinburgh employer: ASUS
As a Senior Administrator at our company, you will thrive in a dynamic work environment that values collaboration and employee well-being. We offer competitive benefits, a supportive culture that encourages professional growth, and unique opportunities to engage in team-building events and community initiatives. Located in a vibrant area, our office fosters a sense of belonging and purpose, making it an excellent place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Senior Administrator in Edinburgh
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or even in person. Let them know you're on the hunt for a Senior Administrator role. You never know who might have the inside scoop on a job opening!
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Tailor your answers to show how your experience aligns with their needs, especially in areas like accounts and travel management. We want you to shine!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family. Focus on common questions related to office administration and finance systems. The more comfortable you are, the better you'll perform when it counts.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take that extra step to connect with us directly.
We think you need these skills to ace Senior Administrator in Edinburgh
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Senior Administrator role. Highlight your experience in office administration and finance systems, as well as any relevant skills like Excel and attention to detail. We want to see how you can bring your unique flair to our team!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Share specific examples of your past experiences that align with the responsibilities listed in the job description. We love a good story!
Show Off Your Skills:Don’t forget to showcase your skills in numeracy and interpersonal communication. Mention any previous experience with travel bookings or accounts payable, as these are key aspects of the job. We’re looking for someone who can hit the ground running!
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It’s super easy and ensures your application gets to us directly. Plus, we can’t wait to see what you bring to the table!
How to prepare for a job interview at ASUS
✨Know Your Numbers
As a Senior Administrator, you'll be dealing with accounts and finance regularly. Brush up on your numeracy skills and be prepared to discuss your experience with accounting systems. Bring examples of how you've managed budgets or resolved discrepancies in the past.
✨Master the Travel Game
Since travel management is a big part of this role, make sure you can talk about your previous experiences booking travel. Be ready to explain how you ensure compliance with company policies and how you handle any issues that arise during the booking process.
✨Show Off Your Organisation Skills
This job requires juggling multiple tasks, so highlight your organisational abilities. Prepare to share specific examples of how you've maintained spreadsheets, managed office supplies, or coordinated events. This will show that you can keep everything running smoothly.
✨Engage with the Team Spirit
Being a team player is crucial for this position. Think of instances where you've collaborated with others or taken ownership of a project. Be ready to discuss how you communicate effectively across different levels and functions within an organisation.
