Office Administrator

Office Administrator- London

£35k

Temp to perm

Fully onsite

Role Purpose

The Office Administrator serves as the first friendly and professional point of contact for the London office. This role is responsible for ensuring the smooth day-to-day operation of the office, providing administrative support to staff, and undertaking a range of operational, compliance, finance, and IT-related duties.

Primary Duties

Office Support

• Maintain the overall tidiness, cleanliness, appearance, and efficiency of the reception area, kitchen, and office environment.
• Welcome visitors, arrange refreshments, and ensure meeting areas remain presentable.
• Monitor and replenish office supplies, including stationery and kitchen provisions.
• Manage meeting room bookings and scheduling.
• Coordinate office facilities and maintenance requirements.
• Maintain office calendars, schedule meetings, and arrange catering or lunches where required.
• Organise and maintain diaries, appointments, and conference calls.
• Provide general administrative support, including:
• Manage incoming and outgoing mail, deliveries, and courier services.
• Arrange extensive domestic and international travel bookings.
• Handle incoming telephone calls, directing enquiries and taking messages as required.
• Manage document signing processes.
• Coordinate corporate stationery requirements.

Finance Support

• Provide administrative support for expense management systems and processes.
• Act as a user champion for the web-based expenses platform, including:
• Monthly expense claim processing
• Corporate credit card administration

IT Support

• Provide ad-hoc IT support and assist with user queries, including:
• Egnyte: User permission management and intranet housekeeping.
• Microsoft Teams: Management of internal sharing permissions.
• Manage mobile phone contracts
• Assist with laptop setup and deployment.

Secondary Duties

• Support the Senior Executive Assistant with event planning and office facilities management.
• Prepare and format documents using a range of office software, including Outlook, Excel, PowerPoint, and Word.
• Assist with Health & Safety (H&S) activities and requirements.
• Undertake ad-hoc administrative tasks and provide support to the wider team as needed.
• Manage document archiving and records retention.

Compliance Support

• Administer and maintain training management systems.
• Coordinate and arrange selected training courses for employees.
• Support and assist with staff certification processes under the Senior Managers and Certification Regime (SMCR).

Experience Required:

• Minimum of 2 years' experience working in an Office Administrator or similar administrative support role.
• Previous experience supporting a professional office environment.
• Experience of coordinating travel arrangements, meetings, and office operations.
• Proficient in Microsoft Office applications
• Experience working with expense management systems and office administration software.
• Knowledge of accounting processes and/or real estate industry experience would be advantageous.
• Excellent spoken and written English.
• Strong interpersonal and communication skills, with the ability to build effective working relationships at all levels.
• Confident in dealing with visitors, clients, suppliers, and senior stakeholders.
• Ability to draft, proofread, and review complex business documents and correspondence.