Office Administrator

Role Overview

We are seeking an Office Administrator to manage and oversee all office functions and administrative tasks at our London location on a contract basis. The role encompasses office management, HR coordination, personal assistance, vendor liaison, budgeting, inventory control, reporting, and governance responsibilities.

Primary Responsibilities

• Ensure the office remains fully operational, well-organized, and presentable continuously.
• Coordinate IT infrastructure including Wi-Fi, printers, and conferencing equipment alongside office supplies and external vendor services.
• Oversee courier and postal arrangements as well as organize small team events and meetings.
• Manage IT and asset inventories efficiently.
• Guarantee compliance with health and safety and fire regulations.
• Serve as the first point of contact for employee and administrative inquiries within the London office.
• Facilitate and track regular employee engagement activities across different regions.
• Support employee engagement initiatives, including communications and informal gatherings.
• Work closely with the HR team in India to provide local assistance and implement necessary HR processes.
• Coordinate training sessions for various teams such as sales and practice areas.
• Enable cross-geographical collaboration and learning between UK, US, and India teams.
• Assist with onboarding processes for London hires and visiting employees, ensuring workspace setup and induction activities.
• Prepare basic human resource dashboards detailing headcount, attrition, and key metrics.
• Maintain comprehensive trackers for employees, vendors, and office or administrative expenditures.
• Support data collection and simple analysis using Excel.
• Help prepare presentations, reports, and maintain internal documentation, including the creation of country-specific policy handbooks.
• Handle diary coordination, travel bookings, visa arrangements, event logistics, and other ad hoc requests.
• Liaise with building management and external vendors for maintenance, repairs, and servicing while supervising work when on-site presence is needed.
• Monitor utility bills, maintenance expenses, vendor payments, and track overall budgetary expenses.
• Keep appropriate stock levels of household and office supplies and prepare for visits from principals or guests.
• Coordinate occasional deep cleaning and office setup rounds.
• Maintain structured tracking systems for property issues, vendor activities, and administrative and HR tasks to ensure timely resolution.
• Maintain discipline in documentation, reporting, and keeping organized records.

Key Behavioral Traits

• Exhibits ownership by ensuring the successful completion of all assigned tasks.
• Demonstrates discretion and confidentiality in managing sensitive information.
• Proactively anticipates and addresses potential issues early.
• Shows meticulous attention to detail in all aspects of office management.
• Maintains maturity and executive presence, operating calmly and independently.
• Effectively manages diverse stakeholders across multiple geographies.
• Applies a resourceful and solution-focused approach to problem-solving.

Essential Competencies

• Exceptional time management and prioritization skills to juggle multiple duties.
• Strong organization and coordination capabilities.
• Ability to manage vendors, track expenditures, and enforce operational discipline.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office suite, specifically Excel and PowerPoint.
• Comfortable with basic data handling and preparing reports.