Office Administrator

Position Overview: 

Working closely with the HR, IT Service Desk and senior management teams, office administrators are responsible for keeping offices running smoothly. This role involves a wide range of duties, including: 

• Arranging daily food deliveries with caterers and suppliers and ensuring SLAs are met. 
• Greeting visitors and coordinating in person or VC meetings. 
• Producing high quality emails and messages to individuals at all levels of the organisation. 
• Liaising with multiple external suppliers and building management to maintain the office’s physical environment; whether that be cleaners, plumbers, electricians, engineers or building management. 
• Maintaining the office stationery, business cards and company branded equipment. 
• Ensuring meeting rooms are tidy, well stocked and ready to use. 
• Processing inbound/outbound mail to the London office, distributing to employees and arranging couriers or international carriers. 
• Using Workday daily to submit office expenses. 
• Working with our Technical Service Desk team to coordinate desk moves and troubleshoot hardware issues for users. 
• Office space planning for new joiners and overseas visitors. 
• Supporting HR with onboarding/offboarding processes. 
• Managing multiple internal systems and processes, completing data entry to ensure accurate collation of information. 
• Ensuring health and safety standards are up to date, proactively arranging fire safety/first aid training for employees as needed. 
• Planning office events at various new and interesting venues across London. 
• Contract negotiation with external vendors, including liaising internally with Legal and Finance departments. 
• Proactively supporting the London Office Manager and Global Head of Office Management with projects, and new team workflows. 

Required Qualifications: 

This role requires a person who is confident of their own abilities, able to juggle several requests at any one time, and able to remain friendly and approachable when communicating with multiple personalities. 

• Bachelor’s degree level education or equivalent 
• 3 years’ experience in a similar role 
• Strong proficiency in Microsoft office, specifically Outlook and Excel 
• High level of confidence using software and internal platforms and ability to pick up new systems very quickly 
• Experience using an issue tracking system or ticketing software 
• Experience with Workday for expensing is a bonus 
• Previous roles in finance industry are a bonus 
• Use of floorplan management software in previous roles is a bonus 
• Able to work occasional weekends or events, as needed