At CharterSync, we're the invisible force behind some of the world's most critical cargo movements. From life-saving vaccines to space equipment, luxury cars to emergency relief supplies – we make the impossible happen, fast. As a fast-growing start-up, we're seeking a highly organised and versatile Admin / Accounts Assistant and Office Manager to join our dynamic team near London Bridge (4 days/week in office).
In just a short time, we've become the trusted partner to several of the world's leading logistics companies. With your help, CharterSync's mission is to become the world's leading air cargo charter platform.
What You'll Actually Do
Picture this: You're the backbone that keeps our fast-paced startup running smoothly. While our team is coordinating time-critical cargo flights, you're the glue that holds our operations together. You're the organisational maestro ensuring invoices are raised promptly, the leadership team can focus on growth while you handle essential details, and that critical delivery for tomorrow's client presentation doesn't go astray. You make it all work.
We're looking for someone who thrives in a startup environment where variety is the norm. Whether you're from an office management background, operations, or executive support – we'll support your development in these key areas. What we can't teach is attention to detail, adaptability, and a proactive attitude.
What We're Really Looking For - We want someone who:
* Loves variety – you'll switch between operational tasks, admin duties, and everything in between
* Takes pride in accuracy – details matter, especially when it comes to operations and executive support
* Enjoys being indispensable – you'll become the person everyone relies on
* Embraces technology – you'll use Google Workspace, Xero and other tools daily
* Wants to grow with us – as we scale, so will your responsibilities and opportunities
Benefits
* Competitive salary
* Employee share scheme
* Monthly team activities
* Fast-track career progression in a high-growth startup
* Support for professional development and qualifications
* Be part of building something special from the ground up
Responsibilities
Operations Leadership: Take ownership of day-to-day operational activities, ensuring all business processes run smoothly and efficiently. Identify opportunities for improvement and implement solutions that enhance productivity and reduce costs.
Sales and Operations Coordination: Act as the bridge between the Sales and Operations teams. Facilitate clear communication, resolve interdepartmental issues, and ensure alignment on priorities and deadlines.
Administrative Excellence: Manage office administration, facilities, scheduling, vendor relationships, and general business operations to support the entire organisation.
Process Development: Document standard operating procedures, create systems for recurring tasks, and maintain organised records and documentation.
Team Enablement: Support both sales and operations teams by removing obstacles, providing resources, and fostering a collaborative workplace culture that drives results
Office & Administrative Management
* Provide high-quality administrative support to the CEO and Director of Global Operations
* Take clear minutes and notes in meetings, circulating concise action points
* Coordinate travel and accommodation for team members and company events, tracking spend against budget and maintaining accurate receipts and records
* Support the organisation of internal meetings, team activities, and company events
* Handle ad-hoc administrative tasks to support the wider team as the business evolves
* Manage incoming and outgoing post, couriers, and deliveries
* Respond to basic finance queries and provide assistance to the Finance Manager as required
Essential Skills
Must-haves:
• Proven ability to manage multiple priorities and deadlines in a fast-paced environment
* Experience in an administrative, accounts assistant, or office support role
* Strong attention to detail and excellent organisational skills
* Confident handling phone calls and working with senior stakeholders
* Comfortable using Excel and Microsoft Office / Google Workspace
* Experience using Xero (or similar accounting software)
* Ability to manage multiple priorities and work both independently and as part of a team
* Professional, proactive approach with strong communication skills
Nice-to-haves (but we'll support your development):
• Experience in a sales-driven environment
• Knowledge of CRM and project management tools
• Experience developing operational systems and process improvements
* Experience in a startup or fast-paced environment
* Exposure to payroll or pension administration
Personal Qualities We Value
* Driven – you take ownership and don't need constant direction
* Organised – you can juggle finance deadlines, phone calls, and meeting schedules without breaking a sweat
* Collaborative – you're a team player who supports everyone around you
* Curious – you want to understand how the business works and find better ways of doing things
* Resilient – startup life can be unpredictable, but you stay calm and solve problems
* Discreet – you'll handle sensitive financial and business information with professionalism
* Adaptable – you're comfortable with changing priorities and new challenges
Ready to be the indispensable force behind a fast-growing logistics innovator?
Join CharterSync and become an essential part of our journey in a role that combines the variety of startup life with the satisfaction of keeping everything running smoothly. This is your chance to grow your finance and administrative career while making a real impact on a business that's transforming global logistics.