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• Coordinate the safe disposal of outdated equipment and electronic waste in line with regulations.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.

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