Reports to: Head of Operations
Part time or Full time positions available, with flexible working schedules within core working hours.
Position Overview:
We are seeking a proactive and detail-oriented Virtual Administrative Assistant to support our Head of Operations in various HR and administrative functions. The ideal candidate will have experience managing HR portals, payroll processing, organising meetings, chasing clients for payments, reporting, and performance tracking. This role requires a high level of organisation, discretion, and the ability to work independently.
Key Responsibilities:
1. HR Portal Management
- Keep HR portals updated with holiday calendars, leave allowances, and other necessary information.
- Ensure all team members have access to accurate, up-to-date resources on company policies and benefits.
- Check that all team members have 1:1s scheduled regularly with their relevant line manager
2. Payroll Administration
- Process monthly payroll accurately and in a timely manner.
- Gather, verify, and prepare information for freelancer payments on a monthly basis.
3. Performance Tracking
- Monitor and report on team performance, including tracking billable hours.
- Support management in assessing productivity and identifying areas for improvement.
- Gather financial data and other metrics for reviews.
4. Onboarding of New Team Members
- Supporting with recruitment efforts; communicating with talent and holsing some screening calls. Keeping recruitment systems up to date.
- Manage the onboarding process, including paperwork, due diligence, and necessary training documentation on behalf of the Head of Ops
- Coordinate with other departments to ensure a smooth onboarding experience.
5. Client Onboarding
- Prepare necessary paperwork and documentation to bring new clients onboard.
- Collaborate with relevant teams to ensure new clients have a seamless initial experience.
6. Administrative Support
- Assist with various administrative tasks to support the Head of Operations and other team leaders.
- Act as a point of contact for internal HR-related queries, assisting team members with basic administrative needs.
- Take notes of calls and action points.
7. Accounts + Payments
- Monitor scheduled payments and send email reminders to clients about payments
- Report to Head of Ops on payment delays
Qualifications:
- Experience using Quickbooks
- Experience in running financial reports in Quickbooks and summarising findings
- Proven experience in HR administration, payroll, or a similar administrative role.
- Strong organisational skills with exceptional attention to detail.
- Excellent written and verbal English skills.
- Ability to handle sensitive information with confidentiality and integrity.
- Proficiency in HR software and Google Suite (Especially Google Sheets and Google Docs).
- Excellent communication skills and a proactive attitude.
- Ability to work independently and efficiently manage time in a remote environment.
