Business Support Administrator

  • Administrative, Virtual Administrator
  • Full-time Remote
  • 2 weeks ago
  • Work Remotely
  • Shift Morning
  • Job Qualifications Bachelor
  • Job experience 1 to 2 Years
  • Job level Entry Level

Job Description

What we do

Overleaf is a social enterprise that builds modern collaborative authoring tools for scientists like Google Docs for Science. We have over nine million register ed users from around the world. Our primary product is an online, real time collaborative editor for papers, theses, technical reports and other documents written in the LaTeX markup language. 

About this role

We’re looking for an enthusiastic, detail-oriented individual to take on a range of tasks involving Overleaf business support, sales support, and company admin. This is a remote, full-time role, based in the UK with convenient access to London.

What we’re looking for and What you’ll be doing:

  1. Collaborating as needed with the Overleaf team and with our business partners to help ensure sales and purchasing are smooth and efficient processes.
  2. Being diligent and proactive in helping the company to keep accurate and up to date records across a range of company admin duties.
  3. Patiently and efficiently dealing with customer/supplier queries, usually via email, to support and enhance customer and supplier relationships.
  4. Accurate upkeep of customer transactions to ensure accurate records are maintained.
  5. Supporting the developing and maintenance of internal processes to help maintain business flow and agreed service standards.
  6. Providing information to ensure workflows are followed and standards adhered.
  7. Assisting with customer documentation requirements.
  8. Triage various email inboxes and ensure agreed service standards are maintained.
  9. Send out customer invoices/quotes and chase outstanding payments.
  10. Dealing with both incoming and outgoing post, overseeing office facilities and stock ordering/ maintenance as necessary.
  11. Assisting with the arranging of company meetings, agendas, hotel & restaurant bookings.
  12. Diary and email management for the team.
  13. Individual workflow and task delivery.

 

What you’ll bring to the role:

  1. Candidates should come from a Business Support/Administration/Accounts Assistant background with additional office management experience preferable.
  2. Accuracy-minded with a keen eye for detail.
  3. Good IT skills and proficiency with Microsoft Office and Intermediate skills in Excel.
  4. Excellent written and oral communication skills along with attention to detail and accuracy. Must have confident writing skills (most of our communication is via email).
  5. Confidentiality and integrity is required.
  6. Driven, team player, keen to learn new skills and flexible.
  7. Excellent organizational skills.
  8. Ability to work under pressure.
  9. A commitment to learn and develop.

Who we are

Overleaf was founded by two mathematicians who were inspired by their own experiences in academia to create a better solution for scientific collaboration and communication. Now we are a team of about fifty based mainly in the UK, Europe, the US and Canada. We were recently recognized as one of the UK’s top 100fastest growing businesses and as the Best SaaS for Nonprofits or Education in the 2020 SaaS Awards Program. Our vision is to be the go-to place for writing scientific documents.

How we work

  1. Overleaf is (and was, even before the pandemic) remote-first — all founders and staff work remotely. We also have an office in Farringdon for those in the London area, and non-mandatory get-togethers a few times a year.
  2. We encourage flexible working. Our core hours are 2pm–5pm UK time, during which our development and product teams have 10–15 minute daily standup calls.
  3. We always collect user feedback and data to inform our work. UX team members work alongside product managers and data analysts to ensure users are the key. Overleaf stakeholders.
  4. We have a flexible roadmap that we review quarterly, which includes regular user-facing releases. Our Product team works closely with everyone in the company, from Support, to Finance and Marketing to understand every aspect of how we can best deliver value to our users. Our roadmap also includes initiatives driven by staff and quarterly hackathons to keep our learning fresh.

Our vision and values

Overleaf’s success is driven in large part by the strong ethos and shared philosophy of our team. It’s why we can support a community of over ten million users, who love the platform, and it’s how we’ve grown rapidly into a sustainable, market-leading business.

In late 2018, with input from our whole team, we decided to write out a short set of core values for what it means to be part of Overleaf, and how we wish our company to be seen by our users, customers and partners.

It’s impossible for this short list to represent every value that’s important to each of us at Overleaf; we all have many nuances and individualities that make us who we are. Even so, there are themes that run across the whole team and underpin everything that we do, right through the company.

 At Overleaf, we aim to be…

  1. Friendly, open and approachable — if we can help, we do.
  2. Collaborative and innovative — with a love of science & learning.
  3. Trustworthy and professional — but not corporate.
  4. Sustainable, scalable and reliable — both as people and in our tech.
  5. Making our users’ lives easier — by putting the user first.
  6. Remote-first and flexible — to working styles & personal lives.
  7. We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

How we hire 

The stages in our hiring process are typically:

  1. We will aim to update you on the status of your application within two weeks from when we receive it. 
  2. We’ll follow up by email (or sometimes schedule a phone call) with any questions we have about your application, usually around logistics, your ambitions and your expectations about the role.
  3. We’ll schedule a more in-depth interview, which is typically followed or combined with a practical assignment. For the practical, you’ll have the option of either completing a homework assignment, which requires about one hour of your time before the interview, or doing an exercise during the interview, if you prefer. The exercises are practical in nature, and you can use existing resources, templates, Google, etc., and ask us questions. 
  4. We’ll make an offer. We usually interview in batches, so there may be a short delay while we interview other candidates, but we will try to keep you informed throughout the process. If you have a deadline, please let us know in your application, and we will try to be accommodating.

Benefits

  1. Remote and flexible working.
  2. You would join a small, dedicated and growing team.
  3. We’re substantially (around 80%) open source, so your work will often be on opensource.
  4. We’re backed by Bethnal Green Ventures (https://bethnalgreenventures.com/) and Digital Science (https://www.digital-science.com/), through which we’re part of a wider community of startups in science, health and ed-tech.
  5. Our London office is shared with several other Digital Science companies, so there’s lots of interesting people to meet, and clubs and sports activities outside of work.
  6.  
  7. You can pick your own equipment. MacBook Pro? Lenovo ThinkPad? Notebook and pen? However you like to work, we’ll provide what you need.
  8. We provide a training budget; many of our staff choose to attend relevant industry conferences or buy training materials.
  9. We run a biweekly internal seminar series (show and tell) with short talks from staff about their work or personal projects, new technologies and techniques
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