Administration Supervisor

Description:

This is a hands-on Administration Supervisor position in a small international financial services organisation, responsible for leading a small administration team while overseeing vendor management, governance, executive support, facilities and operational activities. The role requires a confident and professional individual who can balance day-to-day delivery with team leadership.

Client Details

Our client is a well-established international financial services organisation with a collaborative, close-knit culture and a strong presence in the City of London. They offer employees broad exposure to senior leadership, the opportunity to take ownership of processes, and the chance to contribute across a variety of business-critical functions.

Description

Key Responsibilities:

Lead, supervise and support a small administration team, ensuring workloads are prioritised effectively and service levels are maintained.
Act as the deputy to the Head of Administration & Projects, providing oversight and continuity across administration, facilities, project coordination and IT support activities.
Oversee vendor management processes, including supplier onboarding, risk assessments, contract administration, invoice approvals and payment processing.
Maintain strong governance and control frameworks, ensuring policies, procedures and approval processes are followed consistently.
Build and manage relationships with senior stakeholders, acting as a key point of contact for executives and supporting Executive Committee activities.
Prepare high-quality presentations, reports, management information and business communications for senior management.
Coordinate administrative operations and office management activities, ensuring the smooth day-to-day running of the London office.
Support project delivery and continuous improvement initiatives, helping to develop and enhance operational processes.
Manage facilities-related matters and provide hands-on support during periods of absence or increased workload.
Conduct regular one-to-one meetings, provide coaching and guidance to team members, and foster a collaborative, high-performing team culture.
Work closely with a wide range of internal stakeholders, demonstrating professionalism, sound judgement and a proactive approach to problem-solving.
Assist with audit, compliance and governance requirements, ensuring accurate record-keeping and adherence to organisational standards.Profile

The Successful Applicant Must Have:

Previous experience managing administrative staff within a corporate or professional environment.
A strong administrative background, ideally gained within financial services, banking, professional services or a similar corporate setting.
Proven experience overseeing vendor management processes, including supplier onboarding, contracts, invoicing and spend approvals.
Excellent organisational and planning skills, with the ability to manage multiple priorities in a fast-paced environment.
Strong written and verbal communication skills, including the ability to produce high-quality reports, presentations and business correspondence.
Intermediate to advanced Microsoft Office skills, particularly Excel, PowerPoint and Word.
Experience working with senior stakeholders and the confidence to operate effectively in a highly visible role.
An understanding of governance, controls, compliance procedures and administrative best practice.
A proactive, hands-on and collaborative approach, with a willingness to support operational activities whenever required.
Strong attention to detail, excellent problem-solving skills and the ability to work independently while maintaining high standards of accuracy.Job Offer

What is on offer?

Competitive salary with flexibility for exceptional candidates depending on experience and market conditions.
A highly varied role with exposure across administration, vendor management, facilities, governance, projects and executive support.
The opportunity to work closely with senior leadership and gain visibility across the wider business.
A collaborative and supportive team environment where employees are encouraged to take ownership and contribute beyond their core responsibilities.
Exposure to a broad range of business functions within a well-established international financial services organisation.
Hybrid working, with a 3-day office and 2-day home-working model following initial onboarding.
Long-term career development opportunities within a stable and growing organisation.If you're interested in this role, apply now