Office Administrator

Job Title: Office Administrator
Location: London - Hybrid (plus travel as required)

We are Strata!

Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences.

As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients.

Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters.

Job Overview

We are seeking a positive, proactive and detail-oriented Office Administrator to take full ownership of our office operations, facilities management, and day-to-day activities. This is a hands-on role where you will be responsible for creating and maintaining an inspiring, efficient, and collaborative office environment. The ideal candidate will have an eye for detail and a passion for creating spaces that enhance productivity, creativity, and team engagement.

As the primary point of contact for all office-related matters, you will also manage vendor relationships, oversee security and cleaning services, and handle key facilities management tasks. Your goal will be to ensure a seamless office experience, from maintaining a well-organised, tidy workspace to helping foster a culture of collaboration and employee engagement.

Key Responsibilities

Daily Office Operations

• Oversee the smooth day-to-day running of the office environment

• Maintain a clean, organised, and professional workspace

• Manage ordering and restocking of office consumables and supplies

• Proactively identify and address operational issues

• Manage front of house and facilitate any visitors

• Act as first point of contact for anyone contacting Strata

• Take receipt and sort deliveries

• Set up meeting rooms in preparation for client meetings

• Responsible for the weekly shopping order

• Be an active member of our Social Committee and support the organization of our internal events, including the Christmas party

• Look for ways of improving our office environment and make suggestions to the Senior Management Team

• You will be a brand ambassador for Strata and support the Marketing Team with social media activities

• Support the HR team with initiatives and ad hoc projects including employee engagement and well-being

Facilities Management

• Coordinate building maintenance requests and ensure timely resolution

• Monitor and record utility meter readings (e.g., electricity, water)

• Manage repairs, upgrades, and ongoing facilities upkeep in partnership with building management

Vendor & Supplier Management

• Build and maintain strong relationships with external service providers (e.g., cleaners, maintenance, security)

• Monitor vendor performance to ensure high-quality service delivery

• Support the CPO/HR Manager by reviewing contracts and negotiating terms when needed

Security & Access Control

• Open and close the office daily

• Act as the primary liaison with the building's management & security team

• Manage employee access, including access fobs and keys; enforce security protocols and assist HR with office tours during the interview/onboarding period

• Regularly check fire extinguishers, fire alarms and first aid boxes in line with safety requirements and guidelines

Employee Engagement & Office Culture

• Support a positive workplace culture by coordinating office events and team-building activities

• Collaborate with the People team to foster a welcoming and inclusive office environment

• Address employee feedback related to the workplace experience

Office Systems & Inventory Management

• Implement and maintain office systems to streamline workflows and improve efficiency

• Oversee inventory and ensure office supplies and equipment are well-stocked and functional

• Develop tracking systems to reduce waste and avoid shortages

Internal Communication

• Serve as the first point of contact for office-related queries and support

• Communicate timely updates on office changes, events, and service disruptions

• Coordinate internal messaging related to office operations and engagement

Budget Management

• Manage and track office-related expenses, including supplies, services, and facilities

• Work closely with the CPO/HR Manager to allocate resources and identify cost-saving opportunities

• Maintain accurate budget records and prepare spending reports as needed