Office Administrator, Group

Principal Accountabilities:

Reception, visitors and office presentation

• Welcome clients, visitors, suppliers and colleagues in a warm, professional and helpful manner.
• Manage visitor arrangements, including meeting room readiness, arrivals, refreshments and any required access processes with building reception.
• Maintain the professional presentation of reception areas, meeting rooms, kitchens, shared spaces and general office areas.
• Support a high standard of customer service and act as a positive representative of Hawksford at all times.

Meeting, diary and calendar coordination

• Arrange internal and external meetings, including room bookings, virtual meeting links, calendar invitations and diary coordination.
• Coordinate refreshments, catering and room set-up for meetings, client visits and office events.
• Manage scheduling changes, diary conflicts, meeting reminders and updates in a timely and accurate manner.
• Support event coordination for office-based meetings, visits, workshops and team activities.

Office administration, facilities and supply management

• Monitor, order and maintain office consumables, stationery, refreshments and other supplies to support effective day-to-day office operations.
• Place orders with suppliers, track deliveries and process related administrative information accurately.
• Maintain a calendar of office maintenance activities, liaising with 3rd party service providers as required such as window and carpet cleaning.
• Build effective working relationships with colleagues, suppliers, facilities partners and service providers.
• Coordination of practical office issues, escalating where appropriate and following through to resolution.
• Support post, courier handling, visitor passes, office access requirements, desk or room booking queries and liaison with building management where required.
• Assist with practical health and safety administration, including coordination of office notices, basic records, fire marshal support and relevant office readiness checks.

Operations and projects team support

• Provide general administrative support to the Operations and Projects team, including scheduling, document preparation, meeting notes and action tracking where required.
• Assist with preparation of project documentation, status updates, schedules and supporting materials.
• Help maintain trackers, records and administrative information, including the use of Microsoft Office and project tools such as MS Word where required.

Professional standards and ways of working

• Communicate clearly and professionally, both verbally and in writing.
• Handle confidential, business-sensitive, people-related and project information with discretion and sound judgement.
• Remain dependable, organised and proactive, with a positive approach to changing priorities.
• Record time on the Company’s time recording system where required, ensuring narratives are clear and accurate.
• Undertake any other duties that management may reasonably require. 
  

 The successful candidate must have:

• Previous experience in an office administrator, receptionist, team assistant, facilities coordination or similar office support role.
• Experience working in a professional services, financial services or client-facing office environment would be beneficial.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, Teams, SharePoint and task or tracker tools such as Planner or Smartsheet.
• Experience arranging meetings, managing diaries and coordinating room bookings, refreshments, catering and visitor arrangements.
• Good written and verbal communication skills, with the confidence to engage professionally with senior stakeholders, clients, colleagues and suppliers.
• Highly organised, accurate and able to prioritise effectively in a busy office environment.
• Practical, proactive and comfortable taking ownership of day-to-day office administration and facilities-related tasks.
• Experience using project tracking or workflow tools, such as Smartsheet, would be advantageous but is not essential.
• Experience maintaining action trackers, preparing meeting packs or supporting operational reporting would be advantageous.
• A positive, collaborative and service-led approach, with strong attention to detail and high personal standards.