Office Administrator POST NUMBER: 461574

Local Office Management & Administration

You will be responsible for the day-to-day excellence of the office environment and administrative functions:

• Office Operations: Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.

• Front Desk & Visitor Experience: Act as the first point of contact for all internal and external visitors. Manage office access, greet visitors, assist with setup, and coordinate on-site logistics, including arranging meeting rooms, refreshments, and lunch benefits.

• Workspace Maintenance: Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, fresh produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with Vendors/Commercial Management to resolve any issues.

• Communication Hub: Manage the local office phone line and efficiently direct calls to the appropriate parties.

• Problem-Solving: Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.

• Financial & Reporting: Manage the Head of Office's social budget, ensuring it is accurate and current. Process expenses and handle timely reporting via Concur , ensuring full compliance with corporate policy.

Team & Leadership Support

You will provide direct support to the Head of Office and assist with team development:

• Head of Office Support: Provide dedicated administrative support to the Head of Office, including arranging monthly office meetings, scheduling social activities, and handling ad hoc requests.

• Onboarding: Facilitate a smooth welcome for new office members by conducting safety tours, creating building access badges, arranging initial lunch access, and ensuring their workspace needs are met.

• Team Engagement: Plan, arrange, and execute social events for office members in partnership with the Head of Office.

• Ad Hoc Projects: Manage various projects as requested by the team, which may include circulating the local Office Weekly Newsletter , coordinating miscellaneous events for various committees, and providing holiday coverage for other offices when needed.

Regional Administration & Event Coordination

You will extend your support to the broader region, focusing on key administrative and event-related tasks:

• Regional Financial Support: Maintain the Head of Office Regional budget and ensure accurate budget tracking and records for regional activities.

• Meeting Management: Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.

• Event Planning: Provide comprehensive support for regional activities, including venue research, quote acquisition, booking event spaces, full logistics management, vendor liaison, managing invitations/calendar holds, following up on RSVPs, and providing in-person event support where necessary.

General Commercial Management Support

• Participate in cross-team and intra-team projects as required.

• Assist other members of the Commercial Management team with overflow tasks when requested.

• Undertake any other reasonable duties or ad hoc reports that may be assigned.