Office Administrator job at London Full Time

Office Administrator – Hackstons

Location – London

Salary – up to £28,000 DOE

Hours – 40 Hours Monday – Friday

About Us:

Hackstons is a reputable and multifaceted asset ownership, retail, and e-commerce business based in London, specialising in luxury assets. We empower individuals to build wealth through the acquisition of fine and rare wine, whisky, and spirits, whether in cask or bottle form. Our services include education, secure premium insurance, and tailored storage solutions for our clients. Additionally, we offer an unparalleled, curated range of products in both our physical and online retail stores.

About the Role:

Reporting to the Office manager, the successful applicant will play a central role in ensuring the smooth, efficient, and professional running of Hackstons’ head office. This is a varied and hands‑on position involving administrative support, post‑sales coordination, diary and inbox management, client communication, and operational assistance across the business.

Key Responsibilities

• Front‑of‑House & Communication

• Answer and direct incoming calls professionally.

• Manage incoming queries via phone and email.

• Greet visitors and clients at reception.

Administrative & Office Support

• PA duties to co founders

• Maintain digital and physical filing systems.

• Manage diaries, schedule meetings, and book rooms.

• Order and replenish office supplies.

• Arrange post, deliveries, and courier services.

• Support event planning and internal office activities.

• Assist with ad‑hoc errands to support office operations.

Post‑Sales Administration

• Manage the full post‑sale process including deposits, sending invoices, receiving in funds, compliance checks, updating sheets, and issuing contracts.

• Ensure all client information is accurately maintained in the CRM.

• Input trades correctly and ensure all systems are synced daily.

• Reconcile stock and assist with inventory accuracy.

• Support the Sales Director and sales team with daily operational tasks.

Operational & Project Support

• Work closely with the Co‑Founders and Office Manager.

• Assist with ad‑hoc project management tasks.

• Prepare, organise, and store information in paper and digital formats.

Key Requirements

Essential

• Strong organisational skills and attention to detail.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office and comfortable using CRM systems.

• Ability to manage multiple tasks and deadlines.

• Professional, client‑focused, and confident.

• Strong interpersonal skills and a proactive attitude.

• Reliable and punctual.

Desirable

• Previous experience in legal administration and or invoice management

• Experience in luxury goods, financial services, or alternative asset industries.

• Experience with HubSpot or similar CRM platforms.

• Exposure to post‑sales processes or reconciliation tasks.

Benefits

• Company pension scheme

• Staff discount on products in our Knightsbridge retail experience

• Discretionary bonus payable bi-annually based on targets achieved

• 29 Days Annual leave inclusive of bank holidays