Office Administrator

Havas Life London; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive Office Administrator to ensure smooth daily operations in a vibrant office environment. This entry-level role is crucial for maintaining a well-organized workspace and providing excellent support to both clients and team members. The ideal candidate will thrive in a fast-paced setting, showcasing their exceptional organisational skills and attention to detail. Join a collaborative team where your contributions will enhance internal communications and elevate office events, making a meaningful impact in the realm of advertising and marketing services. If you are eager to develop your career in a dynamic environment, this opportunity is perfect for you.

Qualifications

• Excellent organisational skills and attention to detail are essential.
• Proactive and resourceful with minimal supervision required.

Responsibilities

• Act as the first point of contact for clients and visitors.
• Manage office supplies and assist colleagues with meetings.
• Support internal communications and employee engagement.

Skills

Organisational Skills

Attention to Detail

Multitasking

Customer Service

Proactivity

Resourcefulness

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

MS Teams

Job description

Direct message the job poster from Havas Life London.

We specialise in rare disease and global health across brand, corporate and cause communications. We create bold ideas from powerful insights that deliver measurable, meaningful advantage. Vibrant collaboration drives us.

Rare ideas: Our radically authentic approach delivers meaningful and connected impact for those affected by or solving rare disease. We know our insights and ideas help create greater equity in rare. Our tailored solutions unlock creativity.

Global ideas: Our role at the heart of Havas Health powerhouse is vital for global brands. Through our One Havas approach, we vibrantly collaborate across the whole Havas group for our ambitious clients. Through our strategy and ideas, we develop powerful creative platforms for growth.

PR and PA ideas: As the life sciences PR & PA Comms partner of Havas Red, we transform communications into influence. We shape a positive environment by connecting our storytelling approach with earned, social, and experiential touchpoints – leading the agenda, creating reputational growth, and driving measurable, meaningful impact.

Office Administrator Role

The Office Administrator role is the backbone of a well-run office and responsible for overseeing the day-to-day administrative operations of the office. The ability to juggle various tasks to keep everything running smoothly and think on your feet is key to success in the role.

This role requires excellent organisational skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate will be proactive, resourceful, and able to handle a variety of administrative tasks with minimal supervision. As the first point of contact in the agency for new starters, visitors, and clients, this role also requires a high level of professionalism and customer service. This role will also support our Communications Manager with internal and employee communications as well as office events.

Responsibilities

Reception

• Cover the Reception area acting as the first point of contact for clients, new starters, visitors, and suppliers.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Manage office supplies inventory and place orders as necessary as well as accepting and putting away deliveries of the office supplies.
• Assist colleagues with meeting bags and supplies for meetings and events.
• File and keep record of delivery notes for reconciliation at month end.
• Report day to day maintenance issues to Facilities Manager and Caretaker of the Ferry Works promptly.

Kitchens and Stock Management

• Manage the supplies in the three office kitchens, including ordering, stocking, and setting up for team events.
• Set up and clear down the kitchen for breakfast and lunch.
• Maintain the coffee machines; descaling and changing filters when required.
• Complete a weekly stock take of food and drink supplies before ordering.
• Practice FIFO to minimise food waste and maintain a high level of hygiene and cleanliness in the kitchens.

Events and External Meetings

• Organise the shipments of materials to and back from congresses and events with our courier agent.
• Assist in packing up the goods in preparation for shipment ensuring all items are securely boxed, taped, and labelled.
• Track deliveries with the courier agent to monitor that jobs are delivered.
• Provide training to others on how to prepare materials for shipment.
• Liase with Havas Village London to book meeting rooms upon request and ensure HVL has all the required information before the date of the meeting.
• Provide refreshments upon request, and assist in set up for internal and client meetings.
• Be responsible for setting up and clearing at internal cultural events.

Internal Communications

• Support the Senior Communications Manager with Employee Engagement, including:
• Keeping the company intranet up to date with events and announcements.
• Creating and displaying posters in the office for events and initiatives.
• Cascading company updates via MS Teams.
• Assisting with the set up for weekly company meetings.

Ad-hoc Responsibilities

• Keep up to date with any knowledge and training associated with the role.
• Cover additional responsibilities handed over during holidays of Facilities Manager and Communications Manager.
• Assist Facilities Manager and Communications Manager in ad-hoc duties when required.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Advertising Services and Marketing Services