Office Operations Assistant

We’re looking for a proactive and highly organised Team & Operations Assistant to help ensure my clients team is set up for success every day. You’ll be at the heart of our operations, coordinating vendors, supporting the team, maintaining a well-functioning workspace, and helping to foster an efficient and positive working environment. This is a varied, hands-on role for someone who thrives on multitasking, enjoys working with people, and takes pride in getting the details right. A keen eye for detail, a love of organisation, and a sense of ownership are essential to succeeding in this role.

Operational Support

• Play a central role in keeping day-to-day operations running smoothly across the team.
• Liaise directly with external vendors and service providers (e.g., suppliers, IT support, contractors) to ensure timely, high-quality delivery of goods and services.
• Support procurement, manage office supplies and basic equipment needs, and coordinate facility tasks as required.
• Ensure the workspace remains functional, tidy, and well-resourced, supporting productivity across the team.
• Support the team with scheduling, travel bookings, and room coordination.
• Work with the finance team to process invoices.

Team Support

• Provide hands-on support across departments, helping team members stay organised and focused on their priorities.
• Coordinate recruitment logistics, including job postings, interview scheduling, and candidate communications.
• Help onboard new hires, maintain accurate employee records, and assist with basic people ops admin (e.g., attendance tracking, documentation).

Internal Culture & Events

• Plan and coordinate internal events, all-hands meetings, and informal team gatherings—handling logistics, comms, and follow-ups.
• Contribute to a friendly, inclusive, and collaborative team culture through day-to-day support and thoughtful touches.

Qualifications

Essential

• Strong organisational skills – able to manage multiple tasks, prioritise effectively, and maintain order in a fast-paced environment.
• Excellent attention to detail – takes pride in getting things right the first time and spotting issues before they become problems.
• Proactive mindset – demonstrates initiative, anticipates needs, takes ownership of tasks without being prompted, and follows through reliably without close supervision.
• Great communication skills – clear, friendly, and professional in both verbal and written interactions.
• Experience in an administrative or operational support role – such as office coordination, team assistance, or similar.
• Ability to manage relationships with external suppliers and vendors – confident in coordinating logistics, following up, and holding others accountable.
• Travel and logistics coordination – experience booking travel and accommodation for multiple stakeholders.
• Confidentiality and professionalism – especially when dealing with employee records or leadership communications.
• Digital fluency – competent in Microsoft Office and/or Google Workspace (e.g., Docs, Sheets, Calendar, Slides).
• Team-oriented approach – willing to pitch in wherever needed and support a collaborative team environment.
• Reliable and accountable – delivers on commitments and helps keep the team running smoothly.

Desirable

• Experience in a startup or fast-growth environment – comfortable with ambiguity and evolving processes.
• Experience in event coordination – from internal team socials to all-hands or offsite logistics.
• Basic HR or people ops knowledge – familiarity with onboarding, interview scheduling, or employee record-keeping.
• Familiarity with finance processes – such as tracking expenses or processing invoices.
• Basic understanding of workplace health & safety – especially in an office-based or hybrid environment.
• Working knowledge of tools like ClickUp, Slack, Notion, Trello, or similar productivity software.
• Interest in company culture and employee engagement – proactively helps create a positive and inclusive environment.