At a Glance
- Tasks: Support the smooth running of our London office with diverse administrative duties.
- Company: Join Hackstons, a leading luxury asset business in the heart of London.
- Benefits: Enjoy a competitive salary, staff discounts, and generous annual leave.
- Other info: Opportunity for career growth in a vibrant and supportive workplace.
- Why this job: Be part of a dynamic team and gain valuable experience in a luxury retail environment.
- Qualifications: Strong organisational skills and proficiency in Microsoft Office required.
The predicted salary is between 28000 - 28000 £ per year.
Location – London
Salary – up to £28,000 DOE
Hours – 40 Hours Monday - Friday
About Us: Hackstons is a reputable and multifaceted asset ownership, retail, and e-commerce business based in London, specialising in luxury assets. We empower individuals to build wealth through the acquisition of fine and rare wine, whisky, and spirits, whether in cask or bottle form. Our services include education, secure premium insurance, and tailored storage solutions for our clients. Additionally, we offer an unparalleled, curated range of products in both our physical and online retail stores.
About the Role: Reporting to the Office manager, the successful applicant will play a central role in ensuring the smooth, efficient, and professional running of Hackstons’ head office. This is a varied and hands‑on position involving administrative support, post‑sales coordination, diary and inbox management, client communication, and operational assistance across the business.
Key Responsibilities
- Front‑of‑House & Communication
- Answer and direct incoming calls professionally.
- Manage incoming queries via phone and email.
- Greet visitors and clients at reception.
- Administrative & Office Support
- PA duties to co-founders.
- Maintain digital and physical filing systems.
- Manage diaries, schedule meetings, and book rooms.
- Order and replenish office supplies.
- Arrange post, deliveries, and courier services.
- Support event planning and internal office activities.
- Assist with ad‑hoc errands to support office operations.
- Post‑Sales Administration
- Manage the full post‑sale process including deposits, sending invoices, receiving funds, compliance checks, updating sheets, and issuing contracts.
- Ensure all client information is accurately maintained in the CRM.
- Input trades correctly and ensure all systems are synced daily.
- Reconcile stock and assist with inventory accuracy.
- Support the Sales Director and sales team with daily operational tasks.
- Operational & Project Support
- Work closely with the Co‑Founders and Office Manager.
- Assist with ad‑hoc project management tasks.
- Prepare, organise, and store information in paper and digital formats.
Key Requirements
Essential
- Strong organisational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office and comfortable using CRM systems.
- Ability to manage multiple tasks and deadlines.
- Professional, client‑focused, and confident.
- Strong interpersonal skills and a proactive attitude.
- Reliable and punctual.
Desirable
- Previous experience in legal administration and or invoice management.
- Experience in luxury goods, financial services, or alternative asset industries.
- Experience with HubSpot or similar CRM platforms.
- Exposure to post‑sales processes or reconciliation tasks.
Benefits
- Company pension scheme.
- Staff discount on products in our Knightsbridge retail experience.
- Discretionary bonus payable bi-annually based on targets achieved.
- 29 Days Annual leave inclusive of bank holidays.
Office Administrator employer: Hackstons
Hackstons is an exceptional employer that fosters a dynamic and supportive work environment in the heart of London. With a strong emphasis on employee growth, we offer comprehensive training and development opportunities alongside a competitive salary and benefits package, including a generous pension scheme and staff discounts. Our culture promotes collaboration and innovation, making it an ideal place for individuals seeking meaningful and rewarding careers in the luxury asset sector.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator
✨Tap into Campus Networks
If you're still in uni, don’t forget to engage with your campus's career services and attend finance-related events. Banks often do presentations and recruitment drives on campus, so put yourself out there and make use of these opportunities to show off your passion for the field.
✨Get Certified
Consider pursuing relevant certifications like the CFA or ACCA while you’re job hunting. They not only beef up your CV but also connect you with professional bodies which can lead to networking opportunities and even job openings in banking and financial services.
✨Connect on Professional Platforms
Join finance-focused groups on platforms like LinkedIn and engage in discussions. This can really help you stand out from the crowd, allowing potential employers to see your knowledge and interest in industry trends. Plus, you might stumble upon job postings shared exclusively within the group.
✨Apply Directly and Be Proactive
Don’t shy away from reaching out directly to firms like Hackstons. Use their websites and apply through them, but also consider following up with a polite email to express your enthusiasm. Being proactive can make a huge difference in getting noticed in the competitive financial services sector.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Show Off Your Numbers!:In the banking and financial services world, quantifiable achievements are key. Make sure your CV highlights your grades in relevant subjects, any financial certifications you hold, and specific projects where you've delivered measurable results. Employers love to see how your skills translate into real-world success.
Tailor Your Cover Letter to the Role:When applying for a full-time position, your cover letter should make a direct connection between your experience and the job description. Don't just state your enthusiasm for finance—dive into how your background in banking or financial analysis sets you apart. Let your passion shine through while being specific about what you can bring to Hackstons.
Include Relevant Financial Software Experience:If you've worked with financial modelling tools or software like Excel, SAP, or specific analytical tools during your studies or internships, bring that up! Highlighting your proficiency can really make your application pop and show you're ready to hit the ground running in a full-time role.
Research and Reflect:Before hitting that 'apply' button on Hackstons's website, do a little digging. Look up their recent projects, values, and culture. Reflecting their ethos in your application can make a huge difference and show you’re genuinely interested in being part of the team!
How to prepare for a job interview at Hackstons
✨Brush Up on Financial Analysis Skills
Make sure you're well-versed in financial concepts and analytical techniques relevant to banking and financial services. Get comfortable with tools like Excel for modelling or financial forecasting, as technical questions in this area are common during interviews with Hackstons.
✨Prepare for Case Studies
Expect to tackle case studies that demonstrate your problem-solving skills in real-world banking scenarios. Familiarise yourself with the types of problems you might face—think risk assessments or investment evaluations—and be ready to articulate your thought process clearly.
✨Show Your Passion for Finance
Since this is a full-time position, employers at Hackstons will be keen to see your genuine interest in finance. Be prepared to discuss recent industry trends or news articles that excite you, showcasing your enthusiasm and engagement with the field.
✨Network with Industry Professionals
Before your interview, reach out to current or former Hackstons employees on platforms like LinkedIn. They'll offer unique insights into the company's culture and the interview process, which can give us a delightful edge in showcasing a good fit for the team.
