Office Administrator

The role would see the successful candidate being responsible for: overall coordination of the international project portfolio documentation, collaboration and support to the US, Ukrainian, Georgian, Lithuanian satellites and their client portfolios. Including, but not limited to: 

General Administration

• Supporting the company in a variety of ways including communications, scheduling, data entry and office management.
• Maintaining and Creation of Complex Co-related Company and Project Calendars.
• Assistance with travel arrangements, meeting room bookings, visas.
• Following instruction from stakeholders, consultants, project managers and executive team, on ad hoc and confidential assignments.
• Keeping the company’s filing system in order, assisting with implementation of new administration systems; adding applicable information into CRM, Project Management software.
• Making new personnel onboarding arrangements.
• Organising and coordinating staff and external meetings, moderating on-site video-conferences, sorting and distributing incoming and outgoing post.
• Meeting minute preparation and circulation in agreed timeframe and manner, logging applicable tasks into project management software.

Business Administration

• Coordinating with bookkeeper, documentation of the company and project expenses, processing necessary payments.
• Liaison with external Accountant.
• Liaison with local and mobile banks, opening and management of the new and existing bank accounts.
• Search and support for virtual office providers for the portfolio of clients.

Recruitment Support

• Organizing and recording UK team and freelance recruitment and searches, organising training for the staff.
• Assistance with posting of vacancies, screening candidates in recruitment channels, keeping the database of applicants.
• Participation in recruitment exercises and candidate pre-screening, CV filtering.

Facilities Management:

• Procuring office supplies, budgeting and preparing expenditure reports.
• Creation, Control and Updates to preferred Supplier Database, Contacts Database, Client Database, Contracts Register/Database, Casework register.
• Office and Accommodation, meeting space search if applicable, issue resolution and conflict mitigation, set-up and control of facilities services, preferred supplier research and vetting.

Requirements:

• 5+ years experience of office management in London.
• Business fluent Russian.
• Experience in minute taking and project support.
• 3+ years experience in assisting with expense reports and coordination with bookkeeper and accountant.
• Experience in bank liaison and supplier management.
• EA experience to HNWI is an advantage.