Office Administrator

AIFS (UK) Ltd; Greater London; On-site; GBP 24,000 - 32,000; Full time

Job summary

AIFS (UK) Ltd in London is seeking an Office Administrator to support the SVP HR & Facilities, handling a broad range of administrative duties to keep our offices running smoothly across multiple sites. The role involves coordinating facilities activities, managing contractors, organising meetings, and maintaining records while providing clear communication with colleagues in the UK and overseas.

You should be highly organised, proactive, and able to manage confidential information with

Qualifications

• Previous experience in office or facilities administration.
• Strong organisational and coordination skills.
• Experience handling confidential information.
• Ability to manage multiple tasks across multi-site locations.
• Excellent written and verbal communication.

Responsibilities

• Assist with facilities activities and repairs scheduling.
• Meet and greet contractors across multi-site locations.
• Coordinate postal duties.
• Book meeting rooms and arrange refreshments.
• Liaise with US and London offices for queries.
• Maintain office organisation charts and headcount.

Skills

Microsoft Office

Organisational skills

Time-management

Written and oral communication

Filing systems management

Attention to detail

Initiative and proactivity

Interpersonal skills

Job description

We are looking for a Office Administrator to join the team and support the SVP HR & Facilities. This role is responsible for a variety of administrative duties that ensure the smooth running of our admin and facilities services. The successful candidate will play a vital part in coordinating office operations, managing facilities queries, and supporting general administrative tasks across multiple sites.

Responsibilities

Facilities

• Assist with facilities activities, including organising repairs and maintenance work.
• Meet and greet contractors and trades across a multi-site location, ensuring site rules are followed.
• Ensure rooms are accessible for contractors prior to arrival in conjunction with the Property Support Assistant.
• Research costs and availability of parts required for in-house repairs.
• Coordinate postal duties as and when necessary.

General

• Participate in cross-functional projects as appropriate.
• Manage the cyber security training database (add/remove employees, chase completion).
• Update UK office quarterly organisation charts and headcount and send to Stamford office.
• Organise and plan events for Summer and Christmas social gatherings, including booking venues sending invitations, noting dietary requirements, and liaising with overseas colleagues.
• Book meeting rooms, arrange refreshments and lunches, and ensure rooms are set up ahead of time.
• Provide information for annual longevity awards, including bios and gifts.
• Prepare the following year's meeting schedule for London executive meetings and distribute in advance.
• Liaise with US office and act as point of contact for general queries.
• Handle a varied workload with ad-hoc duties as required.

Skills

• Fully competent in Microsoft Office (Word, Excel, Outlook).
• Strong organisational and time-management skills.
• Excellent written and oral communication skills.
• Ability to manage filing systems (electronic and hard copy).
• High attention to detail and accuracy.
• Ability to use initiative and work proactively as part of a small team.
• Ability to handle pressure and meet deadlines.
• Professional, calm manner with excellent interpersonal skills.

Essential

• Previous experience in office or facilities administration.
• Strong organisational and coordination skills.
• Experience managing confidential information.

Desirable

• Administration experience with similar duties
• Record input and maintenance
• Working with confidential data
• Diary management
• Experience working across multi-site locations.