Office Administrator

Rive Gauche London is a high-end creative design studio specialising in providing strategic property advice and the design and delivery of luxury properties for private clients and developers around the world. Rive Gauche challenges the traditional market by providing an end-to-end service, offering clients strategic advice from the early stages of pre-acquisition through to project delivery. From concept to completion we offer an exceptional client experience.

We are looking for an exceptional Office Administrator to join our team. The ideal candidate should ensure the smooth, efficient, and professional running of the studio and office environment. This role supports daily operations, supplier coordination, financial tracking, recruitment administration, onboarding, and overall team support. The Office Administrator acts as a central point of contact for internal staff, suppliers, and clients, maintaining an organised and well-functioning workplace. Ideally candidates should have a minimum of 2 years experience in the UK. Strong communication and organisational skills are a must.

• Coordinate Amazon and supplier orders for staff and office needs.
• Conduct regular stock takes and manage replenishment of milk, coffee, stationery, snacks, and other consumables.
• Manage supplier communication, including emails and scheduling calendar invites for meetings or site visits.
• Facilitate and host client and supplier meetings, ensuring spaces are prepared.
• Answer incoming landline calls and direct enquiries appropriately.
• Provide diary and calendar management for NR and general coordination support for the wider team.
• Manage office space with high attention to cleanliness and organisation, including the kitchen, printer area, and sample library.
• Assist with planning, setting up, and catering for team events, internal meetings, or workshops.
• Coordinate program and software licenses (CAD, Photoshop, Adobe, Smartsheet), including renewals and access management.
• Assist with additional administrative tasks as requested by senior leadership.
• Assist with documentation management, filing, and version control, along with coordination of Folders on RGL Drive.
• Manage and update trade accounts, applications, and communication with vendors.
• Manage and log office expenses using Smartsheets, ensuring accurate records.
• Process and track team expenses, including Smartsheet submissions and monthly reports to NR on the 12th of each month.
• Log and file company invoices, receipts, and financial documentation.
• Support month-end administrative tasks as required.
• Prepare onboarding materials, equipment, IT setup, and internal accounts for new starters.
• Assist with staff induction processes and ensuring smooth integration for new employees.

As part of this role, candidates will be expected to provide additional support for the Managing Director as follows:

• Calendar management, scheduling appointments and organising meetings.
• Handling correspondence, telephone calls and general communication.
• Coordinating travel plans, bookings and itineraries.
• Overseeing administrative tasks such as filing, data entry, and document preparation.
• Acting as a point of contact to streamline communication and logistics.

• Strong organisational and multitasking skills with excellent attention to detail.
• Confident communicator with strong written and verbal skills.
• Ability to manage multiple deadlines and work in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and general digital platforms.

• Experience working in a design, architecture, or creative studio environment.
• Knowledge of project management tools or CRM systems.
• Understanding of supplier coordination, snag lists, or FF.