Admin Assistant (Maternity Cover)

Admin Assistant

12 Month Fixed-Term Contract – Immediate Start

Central London, fully office-based role

The Role

The London Hair Clinic is recruiting for an experienced Admin Assistant who excels in a fast-paced environment and who sets themselves high personal standards in every area of their work.

Your responsibilities will involve multiple areas of salon admin, including the scheduling system, stock control, payment processing and much more.

An excellent communicator, you will also be our front-of-house representative one day a week and the first port of call for our valued clients and visitors. You will be truly customer-focused and will dedicate yourself to maintaining our first-class reputation in hair loss.

Full training will be provided on all relevant administrative processes, setting you up to succeed.

Key Responsibilities

Admin

· Accurate daily recording of invoices on Mindbody & Business Central and daily reconciliation of takings vs sales. Investigate and resolve any discrepancies

· Uploading relevant forms to clients via Mindbody, e.g., VAT forms, client pictures and so on

· Monitoring client memberships, calculating when they have finished, updating the Stylists

· Purchase of salon and office supplies and refreshments, in line with budgets

· Liaise with the Finance team to chase and reduce aged debt in accordance with relevant terms and conditions

· Support the Finance team by checking the monthly commissions sheet, ensuring accuracy

· Overseeing weekly incoming and outgoing orders, creating the shipment and commercial invoices, communicating with delivery companies, ensuring our SLA is achieved every time

· Monitoring any incoming parcels that require customs payments

· Process PayPal payments

Inventory management

· Error-free recording of all stock, uploading purchase invoices to the system once stock is received

· Oversee biannual stock counts, ensuring end-of-year results agree with the external auditor

· Precise recording of inventory levels, ensuring product lines are maintained according to sales and availability. Liaise with the Purchasing Department for support

Client care

· Ensure every client feels welcomed and valued from their first interaction and throughout their entire client journey

· Provide exceptional support to clients, addressing their needs and concerns promptly, whether in person, over the phone, or via email

· Effective management of the CRM system, resolving any scheduling conflicts creatively and effortlessly

· Booking clients in without delay once their bespoke order has been quality checked

· Be a brand ambassador by promoting the Company’s brand values and professional standards through all communication channels

· Actively promote client retention by contacting clients by phone, reviewing their needs, driving customer loyalty and satisfaction

Candidate Skills

· Excellent verbal and written communication skills to interact effectively with the team, clients, visitors and the wider Company

· Customer Service: Strong customer service orientation with a friendly, empathetic and professional demeanour

· Understands a successful sales-focused environment is fundamentally driven through outstanding client care

· Organisational Skills: Ability to manage multiple tasks efficiently and maintain a high level of organisation.

· Attention to Detail: Keen attention to detail to ensure accuracy in administrative tasks.

· Adaptability: Flexibility to adapt to changing priorities and handle unexpected situations with ease.

· Team Player: Driving salon sales targets as a collaborative team member

Experience

· Previous experience in a customer-facing administrative role is essential

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

· Experience with a CRM system, scheduling software, and digital phone platforms is highly desirable

Our Offer

· Salary up to 34K depending on experience

· Full-Time position Monday to Friday, 37.5 hours per week, with some flexibility to cover team annual leave on ad hoc Saturdays when a day off in the week would apply

· Company pension

· Employee Assistance Program dedicated to employee well-being

· Cycle to Work Scheme

· Refer a Friend Scheme

· Staff discount

· 20 days holiday plus bank holidays

At 3 months & successful completion of probationary period

· Monthly targeted bonus scheme

At 6 months

· Birthday off

· Company sick pay

About The London Hair…