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Office administrator / assistant


London, City of London - Greater London


Subject to Experience








6 Feb 2020

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Job Description:

Reporting to the Operations Coordinator and HR Director, the Office administrator / assistant will be part of a larger team, based in Central London. The role will be focused on two areas – reception cover and travel coordination but there is also potential for you to get involved in other areas of the office.


Who are you?

We are seeking to employ a team player, who is confident and enthusiastic. This individual must have great attention to detail and communication skills – verbal and written, to work in a dynamic design office.

Administrative duties, but not limited to:

  • Reception:
      • Assisting with answering calls in a professional and timely manner, forwarding to the correct extension and / or taking detailed messages
      • Managing the meeting rooms, including ensuring they are kept to a high standard and manage the meeting room diaries
      • Organise catering as necessary
      • Maintaining the office petty cash box


  • Lead Travel Coordinator:
      • Organising ad hoc travel requests, including hotel, flights, and car hire /taxi requests
      • Liaising with the corporate travel company with any special requests and / or issues
      • Maintain travel within the allocated budgets and seeking approvals where necessary


  • Other admin tasks (not exhausted):
      • Maintaining the office Purchase Order (PO) process
      • Collating, checking and processing monthly expenses, keeping to time frames for payroll
      • Liaising when required with third parties as required, including landlord, building management, cleaning company, alarm company, stationary company…etc.


Relevant Skills

  • Previous experience is favourable
  • Working knowledge of Microsoft Outlook, Word and Excel is essential
  • Intermediate experience in design related software tools, such as Adobe Creative Suite (with a focus on InDesign)
  • Excellent written English skills


What we are looking for

  • Excellent written and verbal communication skills 
  • Friendly personality - approachable, outgoing and assertive
  • Excellent presentation, maintaining a professional and polished appearance
  • A self-starter who is highly proactive; having the ability to work independently or as part of a team
  • Excellent organizational skills with the ability to prioritise and multi-task
  • Strong numeracy and literacy skills
  • Ability to work under pressure, with competing demands and to meet deadlines
  • Flexible and capable of balancing multiple projects and deadlines
  • An excellent portfolio of work demonstrating creativity and a high standard of execution


Benefits including:

  • 25 days holiday per annum
  • Pension scheme matched up to 5% of your salary
  • Private healthcare insurance
  • Life insurance
  • Wellbeing programme
  • Cycle to work scheme

100 Gray's Inn Road, London, WC1X 8AL