Office Administrator

The Office Administrator is responsible for overseeing the smooth operation of the office environment, ensuring the availability and maintenance of facilities, managing supplies and resources, and handling various administrative and logistical tasks. This role requires effective coordination with different teams, contractors, and service providers to maintain office functionality and support organisational activities. It is a requirement to be present on-site 5-days a week for this role to ensure effective and efficient support to all on the Black Shamrock team.  

• Liaise with the Building Management and Operations team to address any facility issues including air conditioning, access points, doors and locks, installations, parking, visitors and safety elements. 
• Manage and replenish supplies for daily office use, maintain stock levels, order new supplies as needed, and ensure timely delivery and storage. 
• Create a positive and welcoming office environment by working on enhancement proposals, quotes and coordination of installation regarding refurbishment or improvement requests for the office. 
• Coordinate office events and activities, assist in organising corporate events, meals, conferences, group activities and serve as the point of contact within the studio. 
• Maintenance of office accounts and inboxes, redistribution of information to relevant teams, and supplier accounts. 
• Ensure adherence to health and safety regulations, including first aid, fire drills, safety audits. 
• Manage postage, shipments and deliveries, including sensitive equipment. 
• Coordinate business travel and relocation arrangements, including flights, accommodations, and transfers. 
• Provide assistance with communication needs, including meeting invites, booking of team events, calendar updates, and general office queries. 
• Provide PA support to the organisation’s executive management team. 
• Manage day to day paperwork and invoicing to ensure smooth month end finance processes. 
• Act as central point of contact and co-ordination for external suppliers and services. 
• Overall responsibility for office, facilities and in-person employee experience/assistance.  
• Ad hoc office and administrative duties.