Operations and Office Assistant

Role Overview

Operations and Office Assistant, based in Victoria, London, supporting sales, events and various departments.

Key Responsibilities

• Office management and administration
• Reception duties – manage incoming calls, emails, and visitors
• Office maintenance – oversee supplies, equipment, and maintenance issues
• Facilities management – coordinate cleaning, repairs, and office layout
• Health and safety – ensure compliance with regulations
• Event management – organise company and social events
• Travel and accommodation – book travel arrangements for staff
• Office support – provide general administrative support to all departments
• Financial and reporting
  • Financial management – process expenses, purchase orders, and invoices
  • Reporting – prepare and submit required reports (e.g., CCS, security audit)
• Project support
  • Project assistance – contribute to various projects as needed (e.g., DetectX, Hotel Matcher)
• Data management – handle data validation and analysis
• Client and stakeholder management
  • Client support – assist with client meetings and events
  • Stakeholder liaison – maintain relationships with building management and suppliers
• People and culture
  • Onboarding and off‑boarding – support new and departing employees
  • Team support – contribute to a positive and efficient office environment

Essential Skills

• Organisational and time management – ability to self‑manage, prioritise tasks, meet deadlines, and manage multiple projects simultaneously
• Communication – excellent verbal and written skills for interacting with colleagues, clients, and external parties
• Interpersonal skills – strong relationship‑building and teamwork abilities to collaborate with different departments
• Problem solving – ability to think critically and find solutions to challenges
• Attention to detail – meticulous approach to ensure accuracy in tasks and data management
• Adaptability – flexibility to handle changing priorities and responsibilities
• Proficiency in IT – strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint)

Experience

• Office administration – proven experience in a similar role handling a variety of administrative tasks
• Event management – experience planning and executing events, including budgeting and coordination
• Customer service – strong customer service orientation to interact with clients and visitors
• Project management – ability to support and contribute to various projects

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