Office Administrator (m/f/d) Part-time

About the Role

As our Office Administrator, you'll be the linchpin of our vibrant new office, ensuring everything runs like clockwork. Imagine yourself orchestrating a seamless office experience that leaves a lasting impression on both staff and visitors. You'll be the go-to person for all things office-related, from managing supplies to coordinating health and safety protocols.

Your role will also offer the opportunity to support the Senior Executive Assistant with other administrative tasks, including planning and executing the London Office socials.

If you're an organized, proactive individual with a knack for creating a welcoming and efficient office environment and make a real impact we want to hear from you!

This role is office-based, 3 days per week (Tuesday-Thursday). As the primary focus of this role is to ensure smooth running of the office space it is not suitable for hybrid working arrangement.

Key Responsibilities:

Office Management

1. Office space: take ownership of and help create a safe and welcoming working environment. Be the first point of contact for office-related matters for staff, the landlord, and 3rd parties.
2. Hospitality: implement and manage new visitor processes, act as support and assist with organization of catering for external meetings.
3. Office contracts: own the relationships with all external suppliers and contractors, e.g. cleaners, maintenance contractors, health & safety representative, etc.
4. Office budget: ensure that office stock is well maintained at all times (kitchen supplies, office stationery, etc.) and keep track of expenditure.

Health and Safety

1. Update policies and procedures: keep abreast of H&S developments to inform updates. Communicate policies and procedures to staff and visitors (as and when required).
2. Work with external contractors to schedule regular office safety maintenance reviews: report findings and complete resulting actions.
3. Manage the annual health and safety and fire inspections: review and update the risk assessment and action findings. Co-ordinate evacuation drills with the landlord. Act as the Fire Marshall and First Aider.
4. Liaise with the building reception and the office cleaners to ensure compliance at all times.

Requirements and Qualifications:

1. Good spoken and written English.
2. Experience of or assisting with the management of the corporate office environment (administration, establishing processes, coordinating H&S).
3. Experience using Microsoft Office applications such as Excel, Word, PowerPoint, Outlook, Teams, SharePoint.
4. Strong organisational skills.
5. Excellent communication and interpersonal skills.

Professional qualities

1. Professional demeanour.
2. Ability to handle confidential information with integrity.
3. Assertive with the ability to communicate clearly and confidently.
4. Positive attitude and self-driven. Proud to own and drive their remit of work.
5. Good attention to detail.
6. Collaborative with the ability to develop relationships.
7. Excellent time management.