Facilities Assistant for Global Hedge Fund

Lavender Jones Recruitment; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global hedge fund in London seeks an Office Administrator to support the office manager and team. This varied role requires strong proficiency in Microsoft Office, at least 1 year of office administration experience, and a degree. You will arrange food deliveries, maintain office supplies, manage mail, and ensure compliance with health and safety standards. The ideal candidate is confident, friendly, and able to juggle diverse tasks while adapting to a fast-paced environment. Office-based position with sociable team dynamics.

Qualifications

• At least 1 year of previous experience in office administration.
• High level of confidence using software and internal platforms.
• Ability to pick up new systems very quickly.

Responsibilities

• Arrange daily food deliveries with suppliers.
• Liaise with external suppliers for office maintenance.
• Maintain office stationery and branded equipment.
• Process inbound/outbound mail and arrange couriers.
• Greet visitors and coordinate meetings.
• Ensure health and safety standards are met.
• Plan and run quarterly office events.
• Submit office expenses using Workday.
• Produce high-quality emails and messages.
• Manage internal systems and complete data entry.
• Support HR in onboarding/offboarding processes.
• Ensure meeting rooms are tidy and stocked.

Skills

Office administration

Strong proficiency in Microsoft Office

Confident communicator

Ability to juggle multiple requests

Strong interpersonal skills

Education

Degree level education

Job description

This global hedge fund with the main office in London (near Liverpool Street) requires an office administrator to work alongside the office manager and three other office administrators to help them run the office. This role is varied and you will be based in stunning offices with spectacular views of London and be part of a superfriendly global admin team.

Duties include:

• Arranging daily food deliveries with caterers and suppliers
• Liaising with multiple external suppliers to maintain the office’s physical environment; whether that be cleaners, plumbers, electricians, engineers or building management.
• Maintaining the office stationery, business cards and company branded equipment.
• Processing inbound/outbound mail to the London office, distributing to employees and arranging couriers or international carriers.
• Greeting visitors and coordinating in person or VC meetings.
• Ensuring health and safety standards are up to date, arranging fire safety/first aid training as needed.
• Planning quarterly office events at various new and interesting venues across London and running these events for up to 700 employees.
• Using Workdaydaily to submit office expenses for multiple employees.
• Producing high quality emails and messages to individuals at all levels of the organization.
• Managing multiple internal systems and processes, completing data entry to ensure accurate collation of information
• Supporting HR with the onboarding/offboarding process.
• Ensuring meeting rooms are tidy, well stocked and ready to use.

Whilst this is a friendly and welcoming place it must be noted that it is a global hedge fund and so it is a pressurised environment and requires someone bright and quick to fit in with the team. The team have an incredibly flat structure and there is a sociable element especially amongst the admin team. This role requires a person who is confident of their own abilities, able to juggle several requests at any one time, and able to remain friendly and approachable when communicating with multiple personalities. At least 1 years previous experience in office administration is desired as is strong proficiency in Microsoft Office, and to be educated to degree level. You will need a high level of confidence using software and internal platforms and ability to pick up new systems very quickly. Please note that this role is based 5 days in the office and the hours are 8am - 5pm.