Home Team Assistant

OLIVER Agency - North America; Greater London; On-site; GBP 26,000 - 34,000; Full time

Job summary

OLIVER Agency in London is seeking a Home Team Assistant to keep front-of-house and facilities running smoothly. You will report to the Office Services Manager and tackle a broad range of administrative tasks with proactive, service-minded thinking.

Responsibilities include welcoming clients, managing access, booking meeting rooms, coordinating catering, supporting events, handling calls and emails, diary management, and maintaining records. Training is provided for all systems.

Qualifications

• Experience in front-of-house, reception, or customer-facing roles.
• Strong organisational skills and multitasking ability.
• Clear, confident written and verbal communication.
• Proactive, solution-focused mindset with attention to detail.
• Familiarity with workplace security and access control is a plus.
• Basic understanding of financial admin including purchase orders and invoice tracking.
• Curiosity about AI tools to support day-to-day tasks.

Responsibilities

• Welcome clients, visitors and employees in a warm, professional manner.
• Manage office access across multiple locations and issue/remove passes.
• Coordinate meeting room bookings and visitor arrangements.
• Set up and reset meeting rooms for client meetings and internal sessions.
• Coordinate catering orders and hospitality support for events.
• Support planning and logistics of office events, pitches, and socials.
• Answer and direct calls and respond to emails promptly.
• Provide diary management and scheduling support as needed.
• Maintain accurate records and documentation.
• Raise purchase orders and support daily financial administration.
• Process deliveries, mail, and courier services.
• Stock offices with groceries, stationery and supplies.
• Coordinate maintenance callouts with facilities providers.
• Support health and safety procedures and workplace compliance.
• Assist Office Services Manager with tasks and projects.

Skills

Front-of-house

Reception

Customer-facing

Organisational skills

Communication

Proactive

Attention to detail

Relationship building

Outlook/Teams familiarity

Security awareness

PO/invoice basics

AI tools curiosity

Agentic mindset

Tools

Microsoft Outlook

Microsoft Teams

Ticketing systems

Job description

Role:

Home Team Assistant

Location:

London, United Kingdom

About the role:

Reporting to the Office Services Manager, you’ll keep front-of-house running smoothly while supporting a broad range of operational and facilities functions. At this level, the focus is on reliable delivery, clear communication, and a proactive attitude - noticing what needs doing and acting on it. You’ll develop hand-on experience across workplace operations, supplier coordination, and office administration, with full training provided across all systems and tools.

What you will be doing:

• Welcome clients, visitors, and employees, ensuring every interaction is warm, professional, and efficient
• Manage office access across multiple locations - including issuing and removing access passes
• Coordinate meeting room bookings and visitor arrangements
• Set up and reset meeting rooms for client meetings, workshops, and internal sessions
• Coordinate catering orders and provide hospitality support for client and team events
• Support the planning and logistics of office events, pitches, and socials
• Answer and direct incoming calls and respond to email requests in a timely manner
• Provide diary management and scheduling support as needed
• Maintain accurate records and documentation
• Raise purchase orders and support day-to-day financial administration
• Process deliveries, mail, and courier services
• Keep multiple offices stocked with groceries, stationery, and supplies
• Coordinate maintenance callouts and liaise with facilities providers as required
• Support health and safety procedures and workplace compliance requirements
• Support the Office Services Manager with operational tasks, projects, and administrative activities

What you need to be great in this role:

• Experience in a front-of-house, reception, or customer-facing role - this can include retail, hospitality, events, or office environments
• Strong organisational skills with the ability to manage multiple tasks and prioritise effectively
• Clear, confident communication - written and verbal
• A proactive approach: you notice what needs doing and act without being asked
• Attention to detail, particularly when maintaining records and trackers
• You stay focused and solutions-oriented when things get busy
• You build easy, positive relationships with colleagues, clients, and visitors
• Familiarity with Microsoft Outlook, Teams, or ticketing systems is helpful - full training is provided
• A good understanding of workplace security and access control systems, or a genuine willingness to develop knowledge in this area
• Basic awareness of financial administration, including purchase orders and invoice tracking
• Curiosity about how AI tools can support day-to-day tasks - drafting communications, streamlining scheduling, or organising information
• Willingness to explore AI tools relevant to operations and office management
• Agentic mindset: the ability to break tasks into manageable steps and find practical, efficient solutions

Our values shape everything we do:

Be Ambitious to succeed

Be Imaginative to push the boundaries of what’s possible

Be Inspirational to do groundbreaking work

Be always learningand listening to understand

Be Results-focused to exceed expectations

Be actively pro-inclusive and anti-racist across our community, clients and creations

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.

_OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.