Summary

We are seeking a motivated and detail-oriented Administrative Assistant to join our fun & dynamic team at Quartz. This role is critical in ensuring the smooth and efficient operation of our office, providing administrative support to various departments, and serving as the first point of contact for clients, visitors, and external partners. The ideal candidate will be organized, proactive, and able to manage multiple tasks in a fast-paced environment.

Your Responsibilities:

Office:

• Thrive in making the office a pleasant and inspiring place to work
• Main point of contact for London visitors, to be greeted and assisted in a courteous and professional manner
• Ensure visitors receive welcome emails, allocate desks and update systems accordingly
• Act as local Procurement Officer and as the primary point of contact between suppliers and the business, as well as between the landlord and the business
• Carry out daily “facilities” checks and log all issues in the maintenance records as well liaise with the housekeeping and building teams
• Support with office maintenance and renovations work
• Maintain stationery and office supplies – ensure purchasing procedures are adhered to
• Ensure all required insurance policies are up to date and coordinate renewals such as Employers Liability & Management Insurances / TV Licences
• Organise employee gifts, Quartz Swag and the company social events i.e., Summer/Christmas parties and lead the social committee
• Maintain all social platforms with company updates: Quartz Website & LinkedIn/Instagram and Facebook pages
• Manage Health & Safety; ensuring compliance and keeping records & equipment up to date (e.g. risk assessments, DSE forms, first aid kits) and co-ordinate regular checks (e.g. Office Risk Assessments, PAT (electric equipment), Legionella)
• Act as Lead Fire Marshall and First Aider for the office
• Build and maintain relationships with designated external Travel Management Companies. Work closely with the company to support employees with arranging their own travel such as flights/hotels and ensuring trips are in line with company’s travel policy. Where required, liaise with Travel Management Companies to book flights for employees.
• Managing room bookings and shared calendar logistics
• Support with other administrative projects as required

Finance:

• Manage the main invoices inbox and respond to supplier queries
• Process purchase invoices accurately using company systems such as Jira and Sage
• Carry out 4-eye checks on employee expenses to ensure compliance with the expense policy
• Reconcile and track your spending on company cards
• Maintain and monitor the office budget
• Provide ad-hoc administrative support to the finance teams

HR:

• Supporting reward and recognition initiatives
• Managing training and development requests
• Handling and recording absence such as holiday/ sickness
• Support with Reporting requests
• Support with processes such as new starters and leavers and employee changes by entering changes on to the HR system
• Provide support to the HR Assistant with 4 eye checks and provide cover whilst the HR Assistant is on annual leave

Requirements:

• Administrative experience or similar role. Experience in HR or finance support is a plus.
• Excellent interpersonal, customer service skills and the ability to anticipate the team needs.
• ‘Can do’ attitude and Growth mindset, with a systematic approach to work and strong prioritisation skills
• Ability to work independently and team setting with minimal supervision
• A good understanding of Health and Safety management knowledge
• Ability to work in a fast-paced environment in an organized manner
• Ability to handle highly sensitive data and confidential information and maintain a high degree of confidentiality at all times
• Detail-oriented precision in all areas of work
• Strong organizational skills, including the ability to manage multiple schedules and calendars
• Ability to prioritize tasks according to urgency and meet tight deadlines
• Proficiency with basic office equipment and office management software
• Ability to comfortably multitask and shift gears throughout the workday
• Candidate should be comfortable with 5 days in office and in commutable distance to our office – Currently in Soho, although we will be moving to Euston.
• Candidate should be flexible to support in emergencies/office works such as evening or weekend works.

The above list of duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that are reasonably expected within the scope and grading of the post.