Supply Administrator

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