Office Administrator

We are looking for a Office Administrator to join the team and support the SVP HR & Facilities. This role is responsible for a variety of administrative duties that ensure the smooth running of our admin and facilities services. The successful candidate will play a vital part in coordinating office operations, managing facilities queries, and supporting general administrative tasks across multiple sites.

Responsibilities

Facilities

• Assist with facilities activities, including organising repairs and maintenance work.
• Meet and greet contractors and trades across a multi-site location, ensuring site rules are followed.
• Ensure rooms are accessible for contractors prior to arrival in conjunction with the Property Support Assistant.
• Research costs and availability of parts required for in-house repairs.
• Coordinate postal duties as and when necessary.

General

• Participate in cross-functional projects as appropriate.
• Manage the cyber security training database (add/remove employees, chase completion).
• Update UK office quarterly organisation charts and headcount and send to Stamford office.
• Organise and plan events for Summer and Christmas social gatherings, including booking venues sending invitations, noting dietary requirements, and liaising with overseas colleagues.
• Book meeting rooms, arrange refreshments and lunches, and ensure rooms are set up ahead of time.
• Provide information for annual longevity awards, including bios and gifts.
• Prepare the following year’s meeting schedule for London executive meetings and distribute in advance.
• Liaise with US office and act as point of contact for general queries.
• Handle a varied workload with ad-hoc duties as required.

Skills

• Fully competent in Microsoft Office (Word, Excel, Outlook).
• Strong organisational and time-management skills.
• Excellent written and oral communication skills.
• Ability to manage filing systems (electronic and hard copy).
• High attention to detail and accuracy.
• Ability to use initiative and work proactively as part of a small team.
• Ability to handle pressure and meet deadlines.
• Professional, calm manner with excellent interpersonal skills.

Essential:

• Previous experience in office or facilities administration.
• Strong organisational and coordination skills.
• Experience managing confidential information.

Desirable:

• Administration experience with similar duties
• Record input and maintenance
• Working with confidential data
• Diary management
• Experience working across multi-site locations.