Office Administrator

Protection Group International; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Protection Group International (PGI) is seeking an experienced Office Administrator/Coordinator to manage the London office operations and support the Executive Assistant with a range of tasks. You will help create a welcoming and well-organised environment for colleagues and visitors, and you will own day-to-day activities in a busy office.

You will coordinate travel, manage documents, and ensure ISO-related facilities processes remain up to date.

Qualifications

• Experience in office management or office coordination.
• Strong organisational and multitasking skills.
• Excellent communication with stakeholders.
• Experience taking meeting minutes.
• Proactive and adaptable.

Responsibilities

• Providing administrative support to the Executive Assistant, including drafting correspondence, managing documents, taking meeting minutes and supporting a range of ad hoc administrative tasks.
• Booking and coordinating travel for employees and contractors, including trains, flights and accommodation, ensuring arrangements run smoothly from start to finish.
• Supporting the day to day running of our London office, ensuring colleagues have everything they need and office operations run efficiently.
• Managing office supplies and facilities, maintaining records, resolving issues and ensuring ISO-related facilities processes remain up to date.
• Preparing workspaces for new starters and delivering office inductions to help them settle in from day one.
• Acting as a point of contact for internal and external stakeholders, building relationships and ensuring effective communication.
• Ensuring meeting rooms are organised and ready for meetings, including arranging refreshments when required.
• Welcoming visitors to the office and helping create a friendly, professional experience.
• Answering incoming calls and responding to enquiries, ensuring they are directed appropriately and resolved efficiently.

Skills

Office management

Communication

Microsoft Office

Travel coordination

Tools

Microsoft Office

Job description

PGI is a global consultancy that helps organisations build digital resilience. We deploy our people to implement solutions on behalf of clients or to support them in developing their own capabilities. Our vision is a world resilient to digital threats and online harm. To achieve this, we need to grow our team of talented and passionate people. Our clients include some of the most well-known global brands, national governments, and innovative growing businesses. We operate in an exciting, fast-growing sector that bears increasing relevance and importance to nation-states, corporates, universities, and NGOs.

You’ll manage the day to day operations of our London office while supporting our Executive Assistant with a range of administrative tasks. With plenty of variety, you'll help create a welcoming and well organised environment for colleagues and the occasional visitor, ensuring the office runs smoothly and efficiently. . We're looking for someone who is proactive, adaptable and enjoys getting stuck in with a positive attitude. This role suits an experienced Administrator or Office Coordinator who is ready to take real ownership of the office and work closely with our senior team.

What you'll be doing

• Providing administrative support to the Executive Assistant, including drafting correspondence, managing documents, taking meeting minutes and supporting a range of ad hoc administrative tasks.
• Booking and coordinating travel for employees and contractors, including trains, flights and accommodation, ensuring arrangements run smoothly from start to finish.
• Supporting the day to day running of our London office, ensuring colleagues have everything they need and office operations run efficiently.
• Managing office supplies and facilities, maintaining records, resolving issues and ensuring ISO-related facilities processes remain up to date.
• Preparing workspaces for new starters and delivering office inductions to help them settle in from day one.
• Acting as a point of contact for internal and external stakeholders, building relationships and ensuring effective communication.
• Ensuring meeting rooms are organised and ready for meetings, including arranging refreshments when required.
• Welcoming visitors to the office and helping create a friendly, professional experience.
• Answering incoming calls and responding to enquiries, ensuring they are directed appropriately and resolved efficiently.

One day one you will bring

• Previous experience in office management, office coordination, facilities administration or a similar administrative role.
• Strong organisational skills, with the ability to prioritise effectively and manage multiple tasks at once.
• A proactive approach and the ability to find practical solutions.
• Experience taking accurate meeting minutes (essential).
• Excellent communication skills and confidence working with a variety of stakeholders.
• Good working knowledge of Microsoft Office.
• The ability to remain calm and organised when working in a busy environment.
• A positive, "no job too small" attitude and a willingness to get stuck in where needed.
• A friendly, approachable personality, with a real interest in supporting colleagues and being part of a team.

Diversity, Equity and Inclusion at PGI

As a British company which operates internationally, we draw strength from the diversity of our people. Without our diverse team, we couldn't do the work we do. We are involved in projects across 80+ geographies, our people speak 25+ languages and come from a variety of backgrounds. By hiring and cultivating a diverse, equitable and inclusive workforce, we can uphold values that enable every member of the team to thrive, while delivering novel solutions to novel problems.

Accessibility at PGI

Every individual has different requirements, so we are committed to implementing reasonable adjustments to mitigate physical and non-physical barriers in the workplace.

We strive to make the recruitment process as accessible as possible, but if you have any questions or concerns, please get in touch.

Please note: We are not accepting applications or speculative profiles from any recruitment agencies. If we require additional resource, we will reach out to you.