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 ensuring invoices are raised promptly, the CEO's diary runs like clockwork, and that important delivery for tomorrow's client presentation doesn't go astray. You make it all work.

As our Admin / Accounts Assistant and Office Manager, you'll be the organisational maestro behind our growing business. You'll wear multiple hats – one moment reconciling expenses in Xero, the next coordinating travel for an international trade show. Using your initiative and attention to detail, you will:

• Keep our financial records accurate and up-to-date, working closely with our Finance Manager
• Be the welcoming face and voice of CharterSync – the first impression for clients and partners
• Ensure our leadership team can focus on growth while you handle the essential details
• Coordinate everything from meeting schedules to company events
• Solve daily challenges that range from finance queries to last-minute travel bookings

We're looking for someone who thrives in a startup environment where variety is the norm. Whether you're from an office management background, accounts administration, or executive support – we'll support your development in both finance and operations. 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 finance tasks, admin duties, and everything in between
• Takes pride in accuracy – details matter, especially when it comes to finance and executive support
• Enjoys being indispensable – you'll become the person everyone relies on
• Embraces technology – you'll use Xero, Google Workspace, 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

Finance & Accounts Support

• Raise and issue sales invoices accurately and promptly
• Process purchase invoices and maintain meticulous records in Xero
• Reconcile flight-related administration with Xero to ensure operational and financial data align
• Track and reconcile company credit card spend and staff expenses
• Support month-end processes, including reconciliations and reporting
• Assist with bank reconciliations and general bookkeeping tasks
• Support payroll and pension administration
• Respond to basic finance queries and provide assistance to the Finance Manager as required

Office & Administrative Management

• Act as the first point of contact for the business, answering and directing phone calls professionally
• Manage incoming and outgoing post, couriers, and deliveries
• Provide high-quality administrative support to the CEO and Director of Global Operations
• Manage diaries for the CEO and Directors, coordinating meetings and appointments efficiently
• 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

Essential Skills

Must-haves:

• 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):

• Working towards or holding a business or accounting qualification
• Experience in a startup or fast-paced environment
• Exposure to payroll or pension administration
• Bookkeeping experience or knowledge

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.