At a Glance
- Tasks: Keep our supply operations running smoothly and manage supplier relationships.
- Company: Join a vibrant team in a fast-paced, dynamic environment.
- Benefits: Flexible hours, supportive culture, and opportunities for growth.
- Other info: Fun office atmosphere with a focus on teamwork and innovation.
- Why this job: Be the backbone of our supply chain and make a real difference.
- Qualifications: Strong organisational skills and attention to detail are a must.
The predicted salary is between 27450 - 33550 £ per year.
The person who keeps our supply engine purring...
Purpose of Role
You’ll be the engine room behind our supply operations — keeping suppliers happy, processes slick, and the Head of Supply sane. If you love ticking boxes, chasing invoices with a smile, and turning chaos into a beautifully organised spreadsheet, you’ll fit right in. Bonus: you’ll help us keep making the whole process better as we grow.
Key Responsibilities
- Apartments & Supplier Management
- Add new apartments to Beds (our bespoke booking platform) and keep listings fresh and up to date.
- Keep supplier information accurate and current across Beds and the CRM.
- Whip up new supplier contracts and file them away digitally — no paper trails here.
- Invoicing & Finance
- Chase down outstanding invoices and contracts like a friendly but persistent detective.
- Process supplier invoices on Xero and keep Beds in sync.
- Manage Airbnb bookings and update Xero accordingly.
- Keep the cash/cheques spreadsheet immaculate, especially in the run-up to a show.
- Bookings & Contract Checks
- Match invoices against bookings — the ultimate game of spot-the-difference.
- Make sure supply contracts are properly in place.
- Cross-check booking dates against supplier dates.
- Chase teammates (nicely) when something doesn’t add up.
- Guest Information & Communication
- Chase up and complete client guest and travel details.
- Check and input guest details on Beds.
- Send arrival letters that make guests feel welcome before they’ve even arrived.
- Documentation & Filing
- Keep ZZZ process documents fresh and up to date.
- Finalise and file documents digitally on SharePoint.
- Help keep our SharePoint filing system as tidy as your desk (hopefully).
- General Office Support
- Answer incoming calls with a smile they can hear down the phone.
- Keep the office — and our office plants — alive and thriving.
- Book business travel arrangements.
- Laminate and shred as required — glamorous, we know.
- Place stationery orders via Amazon.
- Jump in and support other team members whenever needed.
Skills & Attributes
- Strong organisational skills — you could alphabetise a junk drawer for fun.
- Extremely high attention to detail — typos have nowhere to hide.
- Confident, high-level user of Microsoft Office.
- Comfortable with Xero, CRM systems, and SharePoint (or keen to learn).
- Excellent written communication for client correspondence.
- Able to juggle multiple priorities and chase outstanding actions without being asked twice.
- Unflappable — this is a busy office, and multi-tasking is basically a sport here.
- A genuine team player with a great sense of humour.
- Bonus points if you know how AI can lighten the admin load.
Supply Administrator in London employer: Foundation Partners Group
Foundation Partners Group is an excellent employer that fosters a dynamic and collaborative work culture in the vibrant area of Shoreditch. With a strong focus on employee growth, we offer ample opportunities for professional development and career advancement, ensuring that our team members thrive while driving customer success. Our hybrid working model promotes a healthy work-life balance, making it an ideal place for those seeking meaningful and rewarding employment.
