Office Administrator

GRW Talent limited; City of Edinburgh; On-site; GBP 80,000 - 100,000; Full time

Job summary

A dynamic tech firm is seeking an Office Administrator to manage the day-to-day operations of its Edinburgh office. This role involves setting up efficient admin systems, supporting team workflows, and ensuring smooth operations. Candidates should possess strong organisational skills, a positive attitude, and a proactive approach. Benefits include a competitive salary, 33 days of annual leave, and opportunities for growth within a high-impact AI ecosystem.

Benefits

Competitive salary

33 days annual leave

Company pension

Laptop and business expenses covered

Full training and support

Qualifications

• Previous experience in Office Administration in a professional services environment.
• Able to work in a fast pace, scale-up environment with changing priorities.
• Excellent organisational, time-management, and communication skills.

Responsibilities

• Oversee the daily running of the Edinburgh office.
• Manage office suppliers, contracts, equipment and facilities.
• Support onboarding and offboarding processes for staff.

Skills

Organisational skills

Communication skills

Proactive mindset

IT literacy

Time-management

Tools

Google Workspace

Notion

Slack

Project management platforms

Job description

Office Administrator - Tenon AI Studio, Halo Benefits & The GRW Group

Location: Edinburgh - Full-time

Context of the Role

This role sits at the operational centre of a fast-evolving ecosystem of agentic AI companies working across recruitment, HR, and employee benefits software development. The ventures in this group share a unified mission: to build intelligent, self-learning systems that automate value creation and enhance efficiency across industries.

Current projects include:

• GRW Scout - agentic AI platform for talent management and recruiting url removed
• Halo HR - AI-powered salary sacrifice and employee benefits and compliance platform.
• Tenon AI Studio - development studio building agentic AI applications for external clients

The group continues to expand its portfolio of AI and tokenised ventures across the UK and Europe.

Job Purpose

The Office Administrator is the first full time administration hire into the business. You will be largely responsible for helping set up early and super efficient admin systems and processes. You will help ensure seamless day-to-day operations across the organisation, supporting the smooth running of the Edinburgh office and coordinating processes that keep teams aligned and effective.

You’ll play a central role in maintaining organisational structure, supporting project workflows, managing communication channels, and creating an environment where the group’s ventures can operate with maximum efficiency. This is a highly operational role that requires strong organisational skills, initiative, and the ability to anticipate needs in a fast-moving, entrepreneurial environment.

Key Responsibilities

Office & Administration

• Oversee the daily running of the Edinburgh office, ensuring a productive, well-organised working environment.
• Manage office suppliers, contracts, equipment, and facilities.
• Develop and maintain internal processes, documentation, and operational systems.
• Coordinate company events, team meetings, and offsites.
• Support onboarding and offboarding processes for staff, ensuring smooth administrative setup.

Project & Workflow Coordination

• Help track progress across key initiatives within the group, ensuring deadlines and deliverables are met.
• Liaise across teams to maintain alignment and organise information flow between ventures.
• Prepare project documentation, briefing materials, and standardised reporting templates.
• Conduct light research to support project planning, proposals, or internal documentation.

Communication & Relationship Support

• Maintain clear, professional communication channels across teams and external stakeholders.
• Act as a central coordination point for information, requests, and updates across the organisation.
• Uphold high standards of confidentiality and operational integrity.

Executive & Team Enablement (Operational)

• Support senior leadership with operational tasks related to scheduling, meeting coordination, and preparation of documentation.
• Organise meeting agendas, take minutes, and ensure follow-up actions recorded and completed.
• Assist with logistics for travel, events, or leadership sessions where required.

Qualifications & Experience

• Previous experience in Office Administration, ideally in a professional services office environment/setting.
• Able to work in a fast paced, scale-up / start-up environment with changing priorities and requirements.
• Super positive, can-do / will-do attitude and someone who enjoys multiple tasks and being busy!
• Excellent organisational, time-management, and communication skills.
• Strong attention to detail and a proactive, solutions-focused mindset.
• Comfortable managing multiple priorities and adapting to shifting requirements.
• Highly IT literate, with experience using tools such as Google Workspace, Notion, Slack, and project management platforms.

Personality & Approach

You’ll be structured, adaptable, and confident managing a diverse workload. This environment moves quickly success requires independence, calm problem-solving, and strong interpersonal skills. Experience in a start-up or high-growth environment is an advantage.

Compensation & Benefits

• Competitive salary, commensurate with experience
• Office-based role in Edinburgh city centre
• 33 days annual leave including public holidays
• Company pension
• Laptop and business expenses covered
• Opportunity to grow within a high-impact agentic AI ecosystem
• Full training and support to ensure you succeed
• This role grows as we scale and superb long term career opportunities exist for the right person.