Job Description
Administrative Specialist / Office Manager
The Office Manager is responsible for overseeing the daily administrative and operational functions of the workplace, ensuring efficiency across all office activities, and supporting employees in a professional and organised environment. This role plays a key part in maintaining smooth operations, coordinating internal processes, and contributing to a positive and productive workplace culture.
Key Responsibilities
- Act as the primary point of contact at reception, managing daily office operations and keeping leadership informed of any key updates.
- Provide comprehensive administrative support, including coordinating meetings and appointments, organising travel arrangements, handling correspondence, and maintaining accurate contact and employee records.
- Manage access systems such as keycards, identification badges, and visitor registration platforms.
- Maintain employee training documentation and relevant compliance records, and assist with offboarding processes when required.
- Ensure reception maintains an up-to-date directory of internal phone extensions.
- Oversee office upkeep, ensuring workspaces and storage areas remain organised, and coordinate repairs or maintenance when necessary.
- Monitor inventory of office supplies and arrange procurement of stationery, furniture, equipment, and other essentials.
- Coordinate with external service providers such as cleaning, catering, and security teams.
- Support workspace planning, including office layout changes, relocations, and infrastructure updates.
- Welcome and assist visitors, ensuring a professional and positive experience.
- Support onboarding activities for new employees and trainees, including setup of equipment such as mobile devices.
- Organise internal and external events, including team gatherings, celebrations, and meetings.
- Work alongside HR to review and maintain office policies and procedures.
- Provide basic IT guidance and direct employees to appropriate technical support resources.
- Promote employee wellbeing initiatives and contribute to a healthy workplace environment.
- Support office security processes and compliance measures.
- Coordinate the safe disposal of outdated equipment and electronic waste in line with regulations.
- Contribute to business continuity planning and related activities.
- Take responsibility for quality, health, safety, and environmental (QHSE) processes if not otherwise assigned.
Qualifications & Experience
- A degree in business administration, office management, or a similar discipline is desirable.
- Typically requires 3–5 years of experience in an administrative or office management role, with evidence of strong organisational and coordination skills.
Skills & Competencies
- Strong ability to manage multiple tasks and prioritise effectively.
- Clear and professional communication skills, both written and verbal.
- Proficiency in common office software such as word processing, spreadsheets, and email platforms.
- High level of attention to detail with strong problem-solving abilities.
- Ability to work efficiently in a fast-paced environment and meet deadlines.
Leadership Responsibilities
- Provide oversight and guidance to administrative team members, including task allocation, training, and performance support where applicable.
Desirable Skills
- Professional certification in administration or office management.
- Experience with collaboration and document management platforms.
- Basic understanding of budgeting or financial tracking processes.
Additional Requirements
- Fluent in English, both spoken and written.
- Confident in using office technology and administrative systems for scheduling, communication, and record management.
Job Tags
Traineeship, Work at office, Relocation