Seek Job Description: Company Admin and Coordination Lead (Shared Services)
About Spinzone
Spinzone is a multi site business opening 2 new sites per month. Speed matters, details matter, and follow up discipline matters. We’re building a tight operating system so leaders stay focused on rollout, franchise success, and growth.
The Role
As the Company Admin and Coordination Lead (Shared Services), you will run the coordination engine across the entire business. Your job is to make sure communication, paperwork, scheduling, and follow ups are handled with structure and pace so nothing drops.
You will manage daily inbox triage for the CEO and Operations lead, coordinate company wide admin, and provide light finance admin support (routing invoices and monitoring overdue items). This is not an accounts payable role.
Key Responsibilities
* Inbox and communication management
o Triage and organise CEO and Operations inboxes daily
o Draft replies for approval, schedule meetings, and ensure follow ups are closed out
o Maintain clean foldering, naming conventions, and “waiting on” lists
* Company wide coordination
o Book travel and accommodation for staff and franchise needs
o Schedule meetings, prepare agendas, take notes, and track actions to completion
o Chase documentation from suppliers, councils, landlords, and service providers
o Maintain a central filing system for key business documents and approvals
* Light finance admin support (no AP)
o Monitor invoice inbox for overdue bills and flag to Finance Managers
o Save and route invoices to the correct entity and folder (first line hygiene)
o Maintain vendor master details and request missing supplier paperwork
* Admin support to rollout and marketing
o Support rollout paperwork (utilities forms, appointment confirmations)
o Coordinate print orders and basic marketing admin tasks using templates
What Success Looks Like (KPIs)
* Inbox SLA: 95% of emails triaged and filed within 24 hours (business days)
* Follow up cadence: No critical item goes more than 48 hours without a follow up until resolved
* Invoice hygiene: 98% of invoices filed to the correct entity and folder within 2 business days
* Overdue prevention: Weekly overdue report delivered to Finance Managers and CEO with zero surprises
* Action tracking: 100% of meeting actions captured with owner and due date
About You (Skills and Experience)
* 2+ years in admin, coordination, executive assistant, or operations support
* Strong written communication and stakeholder management
* Comfortable chasing people respectfully and persistently
* High attention to detail with documents, file naming, and process compliance
* Confident with Microsoft 365 (Outlook), and ideally Zoho or similar tools
* Able to prioritise under pressure and manage multiple deadlines
Nice to have
* Experience in multi site retail, franchising, construction, or project environments
* Basic understanding of invoices, entities, and finance workflows
Reporting Line and How We Work
* Reports to: CEO
* Works closely with: Operations lead and Finance Managers
* You will be trusted with sensitive communication and documents, so discretion is essential.