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Administrative Assistant

Location: Edinburgh, UK

Lingo24 is looking for an Administrative Assistant

The Administrative Assistant will be the go-to person in matters of Office Management, Finance Support and HR Support to all members of the UK team, ensuring the smooth day-to day functioning of Lingo24’s flag office in Edinburgh.

What you will be doing:

Office Management Tasks

  • Responsible for the procurement of office supplies;
  • Acts as first ‘point of contact’ in the office for visitors, as well as candidates and new joiners;
  • Coordinate ongoing company initiatives such as teambuilding activities, GCC annual competition, company events (e.g. Christmas Party, Sports Day) and outings;
  • Perform general clerical duties for various departments within the office that include but are not limited to: printing, scanning, faxing, mailing, and filing as well as any other required support duties;
  • Contact person for the landlord (invoicing and other administrative issues), as well as support the management in identifying an appropriate office space for Lingo24 and coordinate the move from one office to the other, if necessary;
  • Act as Work Health and Safety responsible by liaising with the landlord on matters of fire prevention and work safety in case of issues (exposed wiring, malfunctioning electrical outlets, etc);
  • Act as medical emergency responsible by making sure the Medical Emergency Kit is fully stocked in accordance with the law, calling the ambulance in emergencies, and reporting work accidents to the authorities in due time;

Finance Assistant Tasks

  • Record purchase invoices on finance system;
  • Working closely with other departments to manage the company expenses policy and compliance;
  • Undertake regular finance tasks including bank recs, recording payments and making supplier payments;
  • Manage Incoming mail;
  • Coverage for credit control, sales invoicing and other finance activities from time to time;
  • Manage Edinburgh office budget;

HR Support Tasks

  • Manages the relationship with hiring agencies, and offers support to hiring managers during the recruitment process;
  • Prints hiring documents in preparation for new joiners, and ensures that all parties required sign the employment contract in duplicate;
  • Ensures that all physical employee files are complete and up-to-date, and that they are stored securely in the designated metal cabinet;
  • Coordinates with HR representatives from other hubs to support global processes;
  • Coordinates with the Romanian HR department to support the induction of new employees.

What we need:

  • 1-2 years’ experience in Office Management and/or Accounting; experience in Human Resources is a plus;
  • A degree in Economics or a related field is a plus;
  • An organised and responsible person, able to keep track of all the varied activities;
  • Excellent communication skills, both written and verbal;
  • Communicative and people-oriented;

What we offer

  • 7-hour work-day (plus an extra hour for lunch);
  • A dynamic, international working environment with the possibility to travel;
  • Monthly wellness allowance;
  • Private pension;
  • 24 days holiday/year plus one extra day/year starting with the third year of service, up to a total of 5 extra days;
  • One month additional paid holiday every five years;
  • Specialised training.