SAP Plant Maintenance

Office Operations

• Ensure the office is fully functional, organised, and presentable at all times
• Coordinate IT systems (Wi‑Fi, printers, conferencing), office supplies and vendor services
• Support courier/post management and small team events and meetings
• Maintain IT and asset inventory
• Ensure adherence to basic compliance requirements (health & safety, fire norms)

B. HR, Administrative

1. Employee Experience & Connect

• Act as the first point of contact for basic employee/admin queries (London office)
• Facilitate regular employee connects across geographies and track follow‑ups/actions
• Support employee engagement initiatives (communications, team events, informal connects, etc.)

2. HR Coordination

• Liaise with India HR team for all local support and execution requirements
• Enable training coordination across teams (sales, practice areas, etc.)
• Facilitate cross‑geography connects (UK–US–India) for learning, collaboration, and integration

3. Onboarding Support

• Support on‑ground onboarding for London‑based hires and visiting employees
• Ensure workspace readiness, basic documentation and induction coordination

4. Data & Analysis Support

• Prepare basic HR dashboards (headcount, attrition, key metrics)
• Maintain trackers for employees, vendors, office/admin costs
• Support data collation and basic analysis in Excel

5. Presentation & Documentation

• Assist in preparing presentations (PPTs), reports and internal documentation
• Support creation of country‑specific policy handbooks (including benefits)
• Maintain organised documentation and records repository

C. Personal Assistance

• Basic diary and schedule coordination (as required)
• Travel bookings, visas, and logistics
• Restaurant bookings, events, and local arrangements
• Running errands and handling ad‑hoc requests
• Managing expenses, invoices, and reconciliations
• Liaise with building management and external vendors for maintenance, repairs, and servicing
• Coordinate quotes and ensure timely execution of required work
• Be available on‑site where required for vendor access / supervision

3. Budgeting & Expense Tracking

• Track and manage utility bills, routine maintenance costs, vendor payments and invoices
• Maintain basic oversight and reporting of expenses

4. Inventory & Readiness

• Maintain adequate stock of household and office supplies
• Ensure readiness ahead of principal or guest visits
• Coordinate deep cleans and setup as required

E. Reporting & Governance

• Maintain structured trackers for property-related issues
• Administrative and HR tasks
• Ensure timely follow‑ups and closure of all open items
• Uphold discipline in documentation, reporting, and record‑keeping

This role requires maturity, judgement, and ownership over task execution.

Attributes

• Ownership & Reliability: Takes full responsibility and ensures closure of all tasks
• Discretion & Integrity: Handles confidential information with sensitivity
• Proactiveness: Anticipates needs and addresses issues early
• Attention to Detail: Maintains high standards across office, property, and documentation
• Maturity & Executive Presence: Calm, composed, and able to operate independently
• Coordination Skills: Manages multiple stakeholders seamlessly across geographies
• Problem‑Solving: Resourceful and solution‑oriented

Core Skills & Competencies

• Excellent time‑management skills, with the ability to prioritise effectively across multiple responsibilities
• Strong organisational and coordination skills
• High attention to detail
• Ability to manage vendors, track expenses, and maintain operational discipline
• Strong communication skills (written and verbal)
• Proficiency in MS Office (Excel, PowerPoint)
• Comfort with basic data handling and reporting

Candidate Profile

• Minimum 1‑2 years of experience in office administration / coordination roles, PA / EA roles supporting senior stakeholders
• Exposure to high‑trust, confidential environments (HNIs / family offices preferred)
• Demonstrated ability to manage vendors and operations independently
• Strong organisational and multitasking skills
• Demonstrated stability and longevity in prior roles

Additional Requirements

• Clean UK driving licence and willingness to travel locally as required
• Eligibility to work in the UK
• Flexibility to provide support beyond core hours when required

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