Supply Administrator

Job description

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