Administration Assistant

Job Description

JOB SUMMARY

Outr client is seeking an Administration Assistant to join our operations team full-time. This is a broad, hands-on role that splits its time between keeping our internal operations running smoothly and delivering a professional, responsive experience to our clients. Reporting directly to the Operations Director, you will take ownership of the day-to-day administration of the business while also serving as a support to business-wide client activities.

The right person will be highly organised, confident communicating with clients and internal stakeholders alike, and motivated by a role where no two days are exactly the same.

Responsibilities

•       Manage day-to-day administrative tasks including scheduling, correspondence, and document management.

•       Maintain accurate records across internal systems, ensuring information is kept current and accessible.

•       Coordinate internal meetings, prepare agendas, take minutes, and follow up on action items.

•       Support onboarding and offboarding administration for team members as required.

•       Assist the Operations Director with operational tasks and projects across the business.

•       Identify and suggest improvements to administrative processes as the team scales.

•       Serve as a contact for new & existing client queries, responding in a professional and timely manner.

•       Coordinate meetings and calls, manage scheduling, and ensure follow-ups and action items are tracked and completed.

•       Support the onboarding of new clients, ensuring all documentation and setup requirements are completed accurately.

•       Maintain the accuracy of client records and account information across internal platforms.

•       Work closely with the broader team to ensure client needs are communicated and addressed without delay.

Key Competencies

•       Excellent verbal and written communication skills, with the confidence and professionalism to liaise with clients and internal stakeholders at all levels.

•       A client-first mindset with a warm, responsive manner and a genuine commitment to delivering a great experience.

•       Strong organisational ability with sharp attention to detail and the capacity to manage competing priorities effectively.

•       A proactive, self-motivated approach to work, taking ownership of tasks and following through without needing to be prompted.

•       Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort picking up new tools and systems quickly.

•       Prior experience in an administrative, client support, or coordination role is highly regarded.

•       A curiosity for data and what it can reveal, with a willingness to use insights to inform decision making.

•       Familiarity with project management or CRM tools is a bonus but not required.

Personal Attributes

• Positive, proactive, and solutions-focused.
• Thrives in a fast-paced environment.
• Fun, approachable, and collaborative.
• Happy to take feedback
• Calm under pressure
• Detail oriented

Ready for the challenge? 

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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