Senior office administration professional – London office

Description

The role acts as the on-site liaison between the London office and the offshored PA pool, overseeing/supporting the accurate processing and management of external purchase billing within SAP, delivering high‑quality workplace operations and robust vendor management, while acting as a key point of contact for local stakeholders and ensuring consistent application of corporate policies and standards.

Beyond operational delivery, the position drives a high‑performing, employee‑centric workplace environment aligned with business needs.

The role ensures that office operations are fully integrated, cost‑efficient, and compliant with corporate standards and UK regulatory requirements.

Key Responsibilities

• Principal Liaison with External PA Pool
• Act as the principal liaison between London-based senior leaders (VP/EVP) and the offshored PA pool
• Ensure appropriate processes are in place and managed to ensure the accurate processing and management of external purchase billing within SAP by the offshore PA pool
• Ensure appropriate processes are in place and managed to ensure offshore PA pool delivers on all other aspects of key PA requirements, in particular travel management
• Act as a trusted operational partner to London-based senior leadership, providing proactive support on day-to-day office management and strategic workplace initiatives
• Ensure the smooth and efficient daily operation of the London office, fostering a professional, well-organised, and welcoming environment for employees, visitors, and senior stakeholders
• Office Management & Workplace Operations
• Act as a trusted operational partner to London-based senior leadership, providing proactive support on day-to-day office management and strategic workplace initiatives.
• Ensure the smooth and efficient daily operation of the London office, fostering a professional, well-organised, and welcoming environment for employees, visitors, and senior stakeholders.
• Operational Leadership & Continuous Improvement
• Lead office operations with a focus on efficiency, service quality, and continuous improvement.
• Work closely with internal teams (HR, Catering, Reception, Facilities) to ensure an integrated and high-functioning workplace environment.
• Facilities & Vendor Management
• Oversee all aspects of facilities management, including space planning, office moves, locker allocation, reception services, and workplace infrastructure.
• Manage relationships with landlords (e. g., BSH building management), suppliers, and service providers including cleaning, catering, maintenance, security, and IT on-site support.
• Monitor vendor performance and service quality, ensuring high standards are consistently maintained and issues are addressed promptly.
• Workplace Experience & Engagement
• Plan and deliver office events (e. g., town halls, offsites, seasonal events, team activities) in collaboration with HR and leadership.
• Create a positive and engaging workplace experience aligned with company culture and employee needs.
• Health, Safety & Compliance
• Serve as an active member of the Health & Safety Committee, leading initiatives to ensure compliance with UK regulations.
• Conduct risk assessments and maintain health & safety records.
• Coordinate emergency response roles, including Fire Marshals and First Aiders, and ensure appropriate training is delivered.
• Additional Responsibilities
• Provide reception cover as required to ensure continuity of front-of-house services.
• Support and coordinate office moves, reorganisation, and space optimisation projects.

Skills & Experience

• Required
• Strong office & workplace operations management experience in complex corporate environment
• Experienced in coordinating and acting as liaison between senior leadership and offshored PA pool desirable
• Excellent stakeholder management & communication
• Proven operational leadership & problem-solving capability
• Solid facilities & vendor management
• Budget management & financial control experience
• Experience in employee engagement & event organisation
• Good knowledge of health & safety and compliance (UK)
• Excellent organizational and multitasking skills, with strong attention to detail.
• High level of discretion and professionalism when handling confidential matters.
• Key Success Factors
• High satisfaction of VP/EVP with liaison and management of offshore PA pool
• Seamless office operations with minimal disruption
• Strong compliance and data accuracy
• Trusted partnership with leadership