Office Administrator

The Office Administrator takes ownership of the day-to-day running of the office, ensuring operations are managed efficiently and proactively. As a central point of contact for employees, visitors, and external partners, the role oversees administrative processes, supports business continuity, and contributes to a well-organized, positive workplace experience.

KEY RESPONSABILITIES

Workplace Presence & Visitor Experience

• Serve as the first point of contact for guests and team members, ensuring a smooth, professional, and discreet arrival experience

• Handle inbound calls and general queries, applying judgment to prioritize requests and connect them with the right internal contacts

• Maintain the reception and entrance areas to a consistently high standard, keeping the space presentable, orderly, and ready for daily business activity

Administrative Operations & Facilities Support

• Coordinate the flow of correspondence, deliveries, and courier activity, ensuring items are tracked, distributed, and followed up as needed

• Monitor office inventory and consumables, anticipate replenishment needs, and support timely procurement to avoid operational disruption

• Liaise with service providers and building contacts on day-to-day maintenance matters, helping ensure the office remains safe, functional, and business-ready

• Keep communal areas, including meeting spaces and pantry facilities, properly stocked, arranged, and prepared to support internal and external use

• Provide responsive administrative support across the office, resolving routine operational matters independently and escalating only when required

Business Coordination & Logistics

• Arrange meetings, appointments, and workspace bookings while balancing priorities and supporting efficient scheduling across teams

• Support travel planning for business needs, including transport, accommodation, and related documentation, ensuring arrangements are practical and well coordinated

• Assist with the organization of internal gatherings, workshops, and team activities, coordinating logistics to support smooth delivery

People Operations & Office Engagement

• Support new joiner setup and onboarding coordination, helping ensure administrative readiness and a seamless start to employment

• Maintain personnel files and routine HR documentation accurately, with appropriate care for confidentiality and record quality

• Contribute to employee-facing activities and office initiatives by coordinating practical arrangements for engagement moments and internal events

PROFILE & COMPETENCIES

• Strong attention to detail with a problem-solving mindset

• Collaborative team player with a strong team spirit

• Excellent verbal and written communication skills

• Highly organized, with the ability to manage multiple priorities simultaneously

• Proactive, solution-oriented, and results-driven

• Communicates well with stakeholders at all levels, demonstrating confidence and a positive attitude

NICE TO HAVE

• High school diploma or equivalent

• Experience in office coordination, front desk, receptionist, or administrative support role

• Proficiency in Microsoft Office Suite

• Strong data entry and record-keeping abilities