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Batch Ltd - Administration Assistant

Location: London – Minimum 2 days per week based in the office (up to 4 days per week during initial training period)
Hours: Full-time position, 35 hours per week. Standard working hours are 9:00am–5:00pm, including a one-hour unpaid lunch break. A degree of flexibility is required, as occasional earlier or later shifts may be necessary
Reporting to: Head of Finance & Business Services
Salary: £29,000 - £33,000
 
Role Purpose
A varied, hands-on role supporting the delivery of Batch’s business services, including customer onboarding, system coordination, and financial administration.
The role is central to ensuring a seamless customer experience and efficient day-to-day operations, supporting booksellers and suppliers with a professional, responsive, and high-quality service.
 
Key Responsibilities
Customer Onboarding & Account Management

• Manage end-to-end onboarding of new booksellers, including account setup, direct debits, and credit limits
• Maintain and update customer accounts, including amendments, closures, and ongoing maintenance
• Act as a key point of contact for booksellers and suppliers, resolving queries (payments, returns, account issues) through to resolution
• Build strong customer relationships and proactively support system usage and engagement
• Maintain accurate, up-to-date, and GDPR-compliant customer records
• Conduct regular account and usage reviews, following up to drive engagement

 
BatchLine Coordination & Service Delivery

• Coordinate BatchLine demonstrations, training, and system installations from scheduling through to completion
• Manage diaries for system installations and demonstrations and ensure efficient allocation of resources
• Liaise with internal teams, customers, and suppliers to ensure smooth delivery
• Track progress and ensure timely completion of all activities
• Set up new users across BatchLine and related services
• Manage the invoicing for BatchLine and related services
• Act as the central coordination point for all BatchLine activity

  
 
Operations & Continuous Improvement

• Monitor and triage incoming queries, identifying trends and escalating issues where appropriate
• Support improvements in system usage, adoption, and overall customer experience
• Assist with testing of system updates and new developments
• Maintain FAQs and user guidance materials on the Batch website ensuring new functionality is documented and communicated to customers

 
Financial & Administrative Support

• Support credit control processes, including invoicing, payment allocation, and debtor follow-up
• Assist with cash flow monitoring and monthly reconciliation checks
• Manage shared inboxes, calls, and task allocation across the team
• Ensure accurate record-keeping and documentation at all times

 
Team & Business Support

• Provide administrative support to the wider Business Services team
• Coordinate calendars, reporting, and internal communications
• Support delivery of UK and international trade events, including logistics
• Prepare and communicate updates and reports for internal stakeholders
• Provide cover across the team as required

 
What Success Looks Like

• Efficient, accurate onboarding and high-quality customer experience
• Well-coordinated scheduling and delivery of BatchLine services
• Timely resolution of queries with strong customer satisfaction
• Accurate records and effective financial administration
• Increased customer engagement and usage of Batch services

 
Skills & Experience
Essential

• Excellent written and verbal communication skills, with confidence engaging a range of stakeholders
• High level of accuracy and attention to detail, particularly when handling data and financial information
• Proactive and self-motivated, with a strong sense of ownership and responsibility
• Effective problem-solving skills, with the ability to see tasks through to resolution
• Proficient in Microsoft Office (Outlook, Excel, Word) and comfortable using business systems
• Ability to work collaboratively within a small team environment
• Strong organisational skills with the ability to manage multiple priorities effectively

  
Desirable

• Experience supporting onboarding or customer account setup processes
• Exposure to financial administration or credit control
• Experience coordinating schedules, bookings, or events
• Familiarity with CRM or database systems

 
To apply, please send a CV and cover letter to [email protected]