Office Administrator

As the Office Administrator at ACT, you’ll be at the heart of our operations and the face of our newly refurbished office. This is more than just an administrative role — it’s an exciting opportunity to help shape the experience of everyone who walks through our doors. The Office Administrator plays a key role in enabling the wider business to operate efficiently by providing high quality administrative support to office-based teams, site teams, and Senior Leadership. The role requires strong organisation, attention to detail, and the ability to manage multiple priorities while working closely with the General Manager and SLT.

Job Requirements

• Proven experience in an Office Administration, or Workplace Operations role.
• Confident using IT systems and tools; including cloud-based platforms — with the ability to troubleshoot basic tech issues and coordinate with external IT providers.
• Demonstrated experience in planning or supporting internal events, team socials, or cultural initiatives.
• Exceptional organisational skills and the ability to juggle multiple priorities while maintaining a high attention to detail.
• A natural people-person — warm, proactive, and approachable, with excellent communication and interpersonal skills.
• Comfortable managing office suppliers, coordinating facilities, and overseeing daily office operations.
• Strong sense of initiative, with the ability to identify and address any issues.
• Passionate about creating a positive, inclusive, and well-run workplace where people feel welcomed and supported.
• Professional phone and front-of-house etiquette, with a polished and confident manner when greeting visitors or external partners.

Job Responsibilities

Office Administration

• Coordinate the smooth day to day running of the office, ensuring all areas remain clean, functional, and welcoming.
• Ensure communal areas are consistently tidy, organised, and presentable.
• Coordinate office security procedures including end of day checks, alarm setting, and access control.
• Act as the first point of contact for incoming office calls and general enquiries, directing queries to the appropriate person.
• Coordinate relationships with office suppliers, contractors, and service providers, supporting day to day management and escalating recommendations and decisions to the General Manager or SLT where required.
• Coordinate meeting room scheduling, preparation, and equipment readiness.
• Maintain stock of office supplies, refreshments, cleaning supplies and equipment.
• Support senior leadership with administrative and logistical needs.

IT & Systems Coordination

• Maintain accurate IT asset registers including laptops, mobiles, and peripherals.
• Coordinate the setup, distribution, and replacement of company IT equipment.
• Act as first line IT support for office and site teams, coordinating with external IT providers to resolve issues efficiently.
• Support the effective use and adoption of digital tools and systems across the business.
• Ensure all employees have appropriate IT equipment, system access, and onboarding support, escalating technical issues where required.

Site Support

• Provide administrative support to site teams including new site setup documentation, Health and Safety paperwork, and IT coordination.
• Coordinate licences, temporary structures, parking permits, and parking bay suspensions in support of Operations teams.
• Coordinate PAT testing bookings and maintain associated records.
• Support printing requirements including large format prints, site documentation, and signing in books.
• Provide general IT and administrative support to site teams as required.

Health & Safety

• Oversee compliance with Health & Safety requirements, including DSE assessments, fire safety, first aid provision, and risk assessments in the office environment.
• Maintain appropriate records, policies, and procedures to ensure a safe working environment.
• Act as point of contact for emergency preparedness and evacuation procedures.

Culture, Engagement & Events

• Actively support and deliver office-based culture initiatives, team events, and celebrations.
• Take ownership of smaller office-led engagement initiatives that enhance employee experience and workplace culture.
• Support onboarding and offboarding processes to ensure smooth transitions for all employees.
• Lead and deliver office improvement projects.
• Identify and implement operational process improvements to increase efficiency.
• Take on elements of business operations as the company grows.

General Management Support

• Provide administrative and organisational support to the General Manager including diary coordination, inbox management, and ad hoc PA support as required.

Benefits

• 23 Days Holidays (three to be taken during the Christmas shutdown period).
• Birthday Leave - One day additional leave to be taken to celebrate your birthday.
• Length of Service Leave - You will receive one day holiday on top of your entitlement for every year that you have worked, up to five additional days.
• Vitality Healthcare - Private healthcare including physiotherapy, chiropractic, osteopathy, chiropody/podiatry, acupuncture, and homoeopathy.
• Wellhub Membership - Free access to gyms, wellness centres and health apps.
• Strong Culture - Regular events, team building activities and celebrations.
• NEST Pension Scheme - ACT contribution of 3% (full salary).
• Professional Development - Opportunities for career advancement and internal promotions.
• Employee Assistance Programme - Confidential support including 24/7 advice, counselling services, and resources for mental health and wellbeing.
• Cycle to Work - Tax-efficient way to save on a new bike and accessories, with monthly payments taken directly from your salary.
• Perkbox - offers employee discounts, wellbeing support, and recognition perks.