Administrative Specialist

Administrative Specialist / Office ManagerThe 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 ResponsibilitiesAct 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healthy workplace environment.Support office security processes and compliance measures.Coordinate the safe disposal of outdated equipment and electronic waste in line with regulations.Contribute to business continuity planning and related activities.Take responsibility for quality,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 & ExperienceA 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 & CompetenciesStrong 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 ResponsibilitiesProvide oversight and guidance to administrative team members, including task allocation, training, and performance support where applicable.Desirable SkillsProfessional certification in administration or office management.Experience with collaboration and document management platforms.Basic understanding of budgeting or financial tracking processes.Additional RequirementsFluent in English, both spoken and written.Confident in using office technology and administrative systems for scheduling, communication, and record management.