Senior Administrative (Non-Technical)
Full TimeJob Overview
We are seeking a highly organized and proactive Senior Administrative (Non- Technical) professional to join our dynamic team. This person will directly report to Managing Director. This role is pivotal in ensuring the smooth operation of our office and supporting senior managers with administrative, scheduling, and coordination tasks. You’ll be the go-to person for managing communications, organizing meetings, maintaining documentation, and streamlining internal processes. You’ll also play a key role in supporting client-facing operations and helping the team stay aligned and efficient. In a small, collaborative team, flexibility is essential, as everyone is expected to work on what needs to be done. This position is perfect for someone eager to participate in different tasks with a positive attitude, strong communication, and a forward-thinking approach to new technology.
You will also be a self-starter, and comfortable taking on a variety of tasks as the only dedicated administration person in our team of 6.
We are seeking a highly organized and proactive Senior Administrative (Non- Technical) professional to join our dynamic team. This person will directly report to Managing Director. This role is pivotal in ensuring the smooth operation of our office and supporting senior managers with administrative, scheduling, and coordination tasks. You’ll be the go-to person for managing communications, organizing meetings, maintaining documentation, and streamlining internal processes. You’ll also play a key role in supporting client-facing operations and helping the team stay aligned and efficient. In a small, collaborative team, flexibility is essential, as everyone is expected to work on what needs to be done. This position is perfect for someone eager to participate in different tasks with a positive attitude, strong communication, and a forward-thinking approach to new technology.
You will also be a self-starter, and comfortable taking on a variety of tasks as the only dedicated administration person in our team of 6.
Duties and Responsibilities:
- Sales administration support, covering quotes and order management
- Following up with vendors/distributors on order statuses and warranty claims.
- Preparing and sending proposals, contracts.
- Tracking and managing renewals of licences, insurances and other key dates.
- Assisting with monthly billing processes, including invoice preparation, reconciliation, and ensuring accuracy of client billing.
- Calendar management and capturing meeting notes and ensuring follow ups are actioned.
- Maintaining internal documentation and knowledge base articles.
- Preparing basic reports for management
- General administration support across the business.
- Key Performance Indicators:
- Completing quotes within 24h of the request.
- Booking meetings and follow-up from meetings (within 24h from the meeting); all meeting notes documented in the dedicated systems.
- Track and notify relevant parties of license/insurance/subscription renewals at least 30 days before expiry.
- And other KPIs as discussed with reporting line manager.
- Qualifications/Technical Skills
- 5+ years of experience in a similar role in an IT services business or industry is an advantage.
- Demonstrates openness to adopting and utilizing AI Tools.
- Familiarity with MSP style workflows would be highly regarded.
- Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, and Teams)
- Systems/Tools Essentials:
- Microsoft Office Suite
- Soft Skills:
- Strong English Communication Skills: Written and Verbal.
- Excellent communication, interpersonal and customer service skills.
- Strong attention to detail, accuracy and organization skills.
- Be a ‘team player’ and willingness to join a dynamic team.
- Ability to work with minimal handholding and quickly grasp new systems, tools, processes, workflows etc.
- Ability to work under pressure, multitask and prioritize.
- Demonstrate commercial awareness and a keen eye for numbers.
- Be a self-starter and proactively communicate and seek assistance when required.