Hawksford
Office Administrator
London
Posted about 11 hours ago
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Office Administrator
The Office Administrator will provide a professional front-of-house, office administration and coordination service for Hawksford’s London office, ensuring visitors, colleagues, meetings and day-to-day office operations are supported efficiently, consistently and to a high standard.
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.
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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.
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Our Office Charter
Five simple behavioural promises that will create an amazing and highly productive working environment at Hawksford.
No Hierarchy
- We all have an equal right to enjoyment and use of all spaces, regardless of job level or department.
Have Fun
- Be happy and never be afraid to laugh, enjoy yourself, and create magic moments for others.
Say Hi
- The office is designed for interaction, so be proactive to build new relationships and spread positive energy on your way.
Respect Everyone
- We are all different, and that’s a good thing! Be patient, kind and appreciative of these differences.
Be Flexible
- Bring a positive attitude with you into the office, and always be receptive to change.
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Skills
Office Administration
Reception Management
Diary Coordination
Facilities Management
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft Teams
SharePoint
Smartsheet
Event Coordination
Stakeholder Management
Customer Service
Project Tracking
Health and Safety Administration
Written and Verbal Communication
Location