Office Support Administrator

The Workplace Coordinator will play a key role in ensuring the smooth and efficient operation of the office while contributing to the creation of a positive and engaging work environment at Trayport. This role encompasses office management, HR support, community engagement, and internal communications. We are seeking an individual who is proactive, adaptable, and capable of managing multiple responsibilities with precision and care, while ensuring a high level of service and a welcoming office atmosphere.

Responsibilities

• Act as the first point of contact for all office visitors (internal and external), providing a professional and welcoming experience.
• Oversee the daily operations of the office, ensuring all areas are well-maintained and equipped (meeting rooms, kitchen, stationary, office supplies, etc.).
• Manage visitor and guest arrangements, including access passes, meeting room bookings, and client visit support.
• Coordinate internal and external communications for office-related queries, including managing chat channels and supporting the client team for room bookings.
• Oversee the logistics of couriers, taxis, food orders, and office supplies to ensure smooth daily operations.
• Provide support for employees traveling for business by managing bookings and expenses in line with company policies.
• Handle incoming post and ensure it is distributed to the appropriate stakeholders promptly.
• Maintain accurate documentation and records, including invoicing, supplier agreements, insurance, and company car management.
• Manage and resolve any office-related issues and complaints, escalating when necessary, and proactively suggesting improvements for office functionality.

HR & Trayport Community

• Coordinate and manage company community events, social functions, and celebrations, ensuring an inclusive and engaging office culture.
• Oversee the London office community calendar, ensuring all events, public holidays, and wellness activities (e.g., monthly massages) are communicated effectively.
• Support the onboarding process for new employees by facilitating induction setups, office access, equipment provisioning, and introductions to relevant community groups.
• Ensure a smooth offboarding process for departing employees, including equipment return and farewell arrangements.
• Assist the Benefits Team with administrative tasks related to employee benefits and ensure timely execution of HR-related duties.

Communications

• Champion the development and delivery of content for Trayport's MyTMX platform, contributing to internal communication initiatives.
• Collaborate with the Recruitment Team to support external communications via Trayport’s Careers page and other recruitment-related channels.
• Assist with the creation of learning content and help coordinate training events across the business.
• Partner with stakeholders to ensure smooth and efficient communication across teams, ensuring alignment with company goals and initiatives.

The Person

• Professional Manner: Well-presented with a polished, approachable demeanor and the ability to represent the company with professionalism.
• Strong Communication Skills: Exceptional verbal and written communication skills, with the ability to convey clear, impactful messages across various platforms.
• Highly Organized: Strong organizational skills, with the ability to prioritize tasks, multitask, and handle multiple responsibilities simultaneously.
• Relationship Builder: Excellent interpersonal skills, with the ability to build effective relationships across all levels of the organization.
• Proactive & Reliable: A self-starter who takes initiative, with a dependable and solution-oriented approach to challenges.
• Detail-Oriented: High attention to detail and the ability to ensure accuracy in all aspects of work.
• Adaptability: Flexible and adaptable to changing priorities and the dynamic nature of a fast-paced office environment.
• Team Player: Willing to ‘muck in’ and contribute to a wide variety of administrative and operational tasks to support the broader team.