Ubique Systems
Office Administrator
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Role Title: Office Administration and PA
Location: Mayfair Office and Regents Park Residence, London (Onsite)
Working Days: Monday – Friday
Working Hours: 9:00 am – 6:00 pm (with flexibility / on-call support as required)
UK driving License mandate
Inside IR35 Contract
Key Responsibilities
A. Mayfair Office & Administrative Support
- 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
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
- 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
D. Vendor & Facilities Coordination
- 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
E. Budgeting & Expense Tracking
- Track and manage utility bills, routine maintenance costs, vendor payments and invoices
- Maintain basic oversight and reporting of expenses
Get help with your application
Your very own career expert that helps elevate your application to the next level.
F. 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
G. Reporting & Governance
- Maintain structured trackers for: Property-related issues
- Vendor activities
- Administrative and HR tasks
Ensure timely follow-ups and closure of all open items
Uphold discipline in documentation, reporting, and record-keeping
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
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills
Location