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Role: Graduate Office and Finance Administrator

Job Type: Permanent role

Location: Based in Mayfair

Salary: £32,000 - £38,000 dependant on experience

Our client based in Mayfair, London is a family office of a UHNWI individual based outside the UK. The are recruiting for an Office and Finance Administrator and this role will report to the Chief Investment Officer and London team, also to CEO in Hong Kong.

The business has a total of 8 employees between their offices in London, Paris and Hong Kong. They encourage individuals’ growth and offer career development and training.

This Office and Finance administrator individual will be focussed on day to day office management, finance administration and providing operational support.

This role combines office management and finance administration with coordination between the UK, Hong Kong, and estate teams.

Office and Finance Administrator – Job Description

Office Management

- Oversee office operations, including supplies, catering, cleaning, and maintenance.

- Act as the first point of contact for IT support, building management, and service providers.

- Manage company subscriptions, insurance renewals, and maintenance contracts.

- Coordinate courier services and ensure smooth daily functioning of the office.

- Organise meetings, maintain the boardroom, and provide reception cover when required.

Finance Administration

- Support the in-house accountant by gathering and uploading supplier invoices.

- Upload and reconcile receipts and expenses in company systems (Wise, Datamolino).

- Assist with basic bookkeeping, reconciliations, and monthly expense reporting.

- Maintain records for insurance, phone, and maintenance contracts.

- Prepare monthly expense reports for the CIO and liaise with the Hong Kong finance team.

HR & Staff Support

- Manage and process staff holiday and absence requests, maintaining the company holiday tracker.

- Manage staff insurance policies and assist with HR documentation.

- Liaise with the Hong Kong team regarding staff or insurance details as needed.

- Support onboarding of new employees.

- Administrative Support

- Assist the car asset manager with vehicle administration (tax, permits, payments).

- Support the management of alternative assets such as artwork, memorabilia, and furniture.

- Liaise with suppliers, contractors, and the estate team for operational requirements.

Candidate Requirements:

- Recent graduate ideally or up to 5 years’ experience ideally in Office and Finance Administration

- Possessing strong organizational skills with high attention to detail

- Excellent verbal and written communication skills

- Ability to multi-task and prioritize the workload

- Strong team player, discreet and reliable

- Competent in Microsoft Office application (Outlook, Word, Excel and PowerPoint)

- European languages (ideally French) beneficial but not a requirement

Working Hours:

Monday-Friday from 9:00am to 6:00pm, occasional work outside of these hours (by exception)

Benefits:

- Salary range 32000 - £38,000 dependant on experience - permanent role

- 25 days annual leave + bank holidays

- Discretionary annual bonus

- Office drinks and snacks provided

- Company pension scheme

How to Apply

If this role is of interest, we would love to hear from you. Please send your CV or contact us by telephone to discuss further. We look forward to hearing from you