Office Administrator
Join Hackstons at The Gherkin as an Office Administrator, handling front‑of‑house, admin, diary management and PA duties and post‑sales support in a fast‑paced, premium luxury‑asset environment.
Office Administrator – Hackstons
Location – London
Salary – up to £28,000 DOE
Hours – 40 Hours Monday - Friday
About Us:
Hackstons is a reputable and multifaceted asset ownership, retail, and e-commerce business based in London, specialising in luxury assets. We empower individuals to build wealth through the acquisition of fine and rare wine, whisky, and spirits, whether in cask or bottle form. Our services include education, secure premium insurance, and tailored storage solutions for our clients. Additionally, we offer an unparalleled, curated range of products in both our physical and online retail stores.
About the Role:
Reporting to the Office manager, the successful applicant will play a central role in ensuring the smooth, efficient, and professional running of Hackstons’ head office. This is a varied and hands‑on position involving administrative support, post‑sales coordination, diary and inbox management, client communication, and operational assistance across the business.
Key Responsibilities
Front‑of‑House & Communication
Answer and direct incoming calls professionally.
Manage incoming queries via phone and email.
Greet visitors and clients at reception.
Administrative & Office Support
PA duties to co founders
Maintain digital and physical filing systems.
Manage diaries, schedule meetings, and book rooms.
Order and replenish office supplies.
Arrange post, deliveries, and courier services.
Support event planning and internal office activities.
Assist with ad‑hoc errands to support office operations.
Post‑Sales Administration
Manage the full post‑sale process including deposits, sending invoices, receiving in funds, compliance checks, updating sheets, and issuing contracts.
Ensure all client information is accurately maintained in the CRM.
Input trades correctly and ensure all systems are synced daily.
Reconcile stock and assist with inventory accuracy.
Support the Sales Director and sales team with daily operational tasks.
Operational & Project Support
Work closely with the Co‑Founders and Office Manager.
Assist with ad‑hoc project management tasks.
Prepare, organise, and store information in paper and digital formats.
Key Requirements
Essential
Strong organisational skills and attention to detail.
Excellent written and verbal communication skills.
Proficient in Microsoft Office and comfortable using CRM systems.
Ability to manage multiple tasks and deadlines.
Professional, client‑focused, and confident.
Strong interpersonal skills and a proactive attitude.
Reliable and punctual.
Desirable
Previous experience in legal administration and or invoice management
Experience in luxury goods, financial services, or alternative asset industries.
Experience with HubSpot or similar CRM platforms.
Exposure to post‑sales processes or reconciliation tasks.
Benefits
Company pension scheme
Staff discount on products in our Knightsbridge retail experience
Discretionary bonus payable bi-annually based on targets achieved
29 Days Annual leave inclusive of bank holidays
- Locations
- London
About Hackstons
Hackstons are redefining the luxury tangible goods market, offering a taste of excellence through curated collections of rare whiskies, fine wines, and exclusive spirits. Founded in 2021 with a focus on cask whisky ownership, our business allows clients to explore whisky as both a consumable and a long term investment. With end-to-end services, from acquisition and storage to bottling and resale, Hackstons is a one-stop destination for collectors, connoisseurs, and investors alike.
In August 2024, we opened the doors to our flagship retail experience in Knightsbridge, London, offering expert guidance, private tastings, and a tailored service that reflects the craftsmanship of our curated range of bottled whisky, wines and spirits. In 2026, Hackstons was crowned Newcomer of the Year at the Drinks Retailing Awards, marking a major milestone in its rapid ascent. Visit us in-store or online to discover our premium offerings and enjoy a personalised, unforgettable experience.