Office Administrator & Personal Assistant to COO

Overview

We are looking for a proactive and highly organised Office Administrator who will also provide dedicated Personal Assistant support to the Chief Operating Officer (COO). This role is key to ensuring the smooth day-to-day running of the office while supporting senior leadership with administrative and coordination tasks.

Key Responsibilities

Office Administration

Receive and manage all office deliveries and visitors in a professional manner

Handle all access card queries, including issuing, troubleshooting, and ordering new cards for staff

Coordinate and report all office maintenance issues (plumbing, electrical, and general repairs) with relevant service providers

Manage incoming calls on the office landline

Oversee meeting room bookings and ensure rooms are prepared for use

Courier & Logistics

Book and manage courier collections (DHL)

Receive and distribute courier deliveries

Order and maintain courier stationery and supplies

Office Operations Support

Assist with handling queries and issues with CSG

Order office consumables (milk, coffee, tea, sugar, honey) when required

Ensure daily cleaning of coffee machines (via cleaning staff)

Oversee cleaning staff and maintain office standards in the absence of the Office Manager

Administration & Systems

Assist with managing and organising the company inbox

Maintain and update the SharePoint page, including:

Birthday and work anniversary announcements

Promotions, probations, and job vacancies

Social page content and photos

Travel Coordination

Assist with travel bookings, including flights, accommodation, and related logistics

Personal Assistant to COO

Provide day-to-day administrative support to the COO

Manage calendar scheduling, meetings, and appointments

Assist with travel arrangements and itineraries

Prepare documents, reports, and presentations as required

Handle confidential information with discretion

Act as a key point of coordination between the COO and internal/external stakeholders

Key Skills & Attributes

Strong organisational and multitasking abilities

Excellent communication and interpersonal skills

High attention to detail

Ability to work independently and take initiative

Professional and approachable demeanour

Strong administrative and coordination skills

Discretion and confidentiality when handling sensitive information

Preferred Experience

Previous experience in an administrative or office coordination role

Experience supporting senior management or executives (advantageous)

Familiarity with Microsoft Office and SharePoint