Office Administrator

Xyi; Greater London; Hybrid; GBP 20,000 - 28,000; Full time

Benefits offered by this job

Annual salary review

Discretionary bonuses

25 days holiday

Pension 10%

Bike storage & showers

Job summary

Xyi in London is seeking an organised Office Administrator to ensure the smooth daily running of office operations, including administrative support, facilities upkeep, logistics, and Health & Safety compliance.

The role suits someone process-driven, professional, and discreet, who can support leadership with reliable execution and adaptability in a small team.

Responsibilities

• Generate and maintain operational reports for the CEO, Managing Director, and CTO.
• Coordinate incoming and outgoing logistics, including post, couriers, and deliveries.
• Support the Finance team with invoice submission and general documentation requests.
• Oversee office supplies, IT equipment stock levels, and inventory tracking.
• Act as the primary point of contact with building management, external suppliers, and maintenance contractors.
• Maintain office standards, ensuring kitchen facilities, meeting spaces, and print stations are fully stocked, clean, and functioning.
• Address everyday facility issues promptly (climate control, printers, appliances and equipment maintenance).
• Meet and greet visitors and new staff, manage visitor security sign-ins, and issue building access cards.
• Assist the CTO with logistics for internal office layout changes and office moves.
• Serve as our designated Health & Safety Officer, managing DSE assessments, risk assessments, housekeeping checks and Health & Safety tours.
• Coordinate and maintain allocations for Fire Marshals and First Aiders, including keeping First Aid kits fully stocked.
• Assist with a range of internal staff initiatives, including monthly food/beverage orders, awareness days, birthday and anniversary recognitions, screening ticket and merchandise raffles and company social events.

Job description

We are looking for an organised, proactive, and detail-oriented Office Administrator to ensure the smooth, efficient, daily running of our office operations. This role focuses on essential administrative support, facility maintenance, operational logistics, and Health & Safety compliance.

The ideal candidate thrives on processes, takes pride in maintaining a well run office environment, and enjoys supporting various leadership functions with reliable execution, professionalism, discretion and accuracy.

Key Responsibilities: Operational & Administrative Support

• Generate and maintain operational reports for the CEO, Managing Director, and CTO.
• Coordinate incoming and outgoing logistics, including post, couriers, and deliveries.
• Support the Finance team with invoice submission and general documentation requests.
• Oversee office supplies, IT equipment stock levels, and inventory tracking.

Facilities & Daily Office Upkeep

• Act as the primary point of contact with building management, external suppliers, and maintenance contractors, developing and managing relationships.
• Maintain office standards, ensuring kitchen facilities, meeting spaces, and print stations are fully stocked, clean, and functioning.
• Address everyday facility issues promptly (climate control, printers, appliances and equipment maintenance).
• Meet and greet visitors and new staff, manage visitor security sign-ins, and issue building access cards.
• Assist the CTO with logistics for internal office layout changes and office moves.

Health, Safety & Compliance

• Serve as our designated Health & Safety Officer, managing DSE assessments, risk assessments, housekeeping checks and Health & Safety tours.
• Coordinate and maintain allocations for Fire Marshals and First Aiders, including keeping First Aid kits fully stocked.

General Team Support

• Assist with a range of internal staff initiatives, including monthly food/beverage orders, awareness days, birthday and anniversary recognitions, screening ticket and merchandise raffles and company social events.

About you

• Well-presented, friendly, genuine, and personable; a people person.
• Highly organised, process-driven, proactive and methodical with strong attention to detail and project management skills.
• Professional approach, articulate, and discreet when handling internal management needs and external visitors.
• Comfortable taking initiative on day-to-day facility needs while balancing daily administrative routine tasks.
• Able to work both independently and as part of a small team, prioritise tasks effectively, and take direct instruction when required.
• Experience working with staff at all levels with the ability to build rapport and tailor your communication style.
• Able and willing to take on new tasks and responsibilities
• Flexible, adaptive and work well under pressure
• Proficient in Macs
• Experienced in Health & Safety
• An interest in film is a bonus
• Annual salary review
• Discretionary bonuses in June and December
• 25 working days holiday per annum plus an extra day each year after 3 yrs of service (Capped at 30 days)
• 10% non-contributory pension
• Secure bike storage with changing rooms and excellent showers. Towels service provided.