Office Administrator

Role Summary

We’re looking for a highly organised, proactive Office Administrator to be the operational heartbeat of our agency. This is a varied, hands\-on role that touches every part of the business \- from keeping the office running smoothly and managing our finances, to supporting the team with HR admin and making sure we never run out of coffee.

You’ll be the person people turn to when they need something sorted. Whether it’s chasing an overdue invoice, coordinating a team social, making sure fire safety checks are logged, or onboarding a new starter \- you’ll get it done without being asked twice. You won’t say “that’s not my job”. You’ll say “I’ll get that done.”

What we’re looking for

Must have

Xero or Accounting Software experience

HR Admin Experience

Microsoft Excel

High Attention to Detail

Nice to have

Google Workspace

Google Gemini

ClickUp /

PM Tools Experience

Breathe HR

TMetric/Time\-tracking tools

CRM Systems

Signable

Key Responsibilities

1\. Office Management

• Maintain adequate office supplies and equipment, with regular checks to ensure nothing runs out unexpectedly.


• Monitor and order resources as needed, keeping an eye on costs and quality.


• Manage facilities, landlord relationships, and vendor contracts \- you’ll be the first call when something needs fixing.


• Ensure our office and meeting rooms are maintained, equipped, and ready for use at all times.


• Ensures all office and employee equipment is maintained e.g IT equipment

• Conduct required fire safety checks and tests and co\-ordinate DSE assessments for all staff where needed and ensure these are kept up to date.


• Ensure any staff training is completed on schedule: eg. Fire Awareness, H\&S, First Aid, Data Protection, and Cyber Security.


• Manage accident reporting procedures accurately and in line with requirements.

• Support weekly and monthly team meetings \- produce agendas, circulate notes, and follow up on actions.


• Schedule meetings in team diaries and ensure nothing falls through the cracks.


• Arrange meeting refreshments and handle any logistics to keep things running smoothly.


• Support members of the team with admin tasks on an ad\-hoc basis

• Carry out daily Xero reconciliations to ensure our accounts are always accurate and up to date.


• Manages and maintains expense records, ensuring all submissions are processed efficiently and in line with internal procedures.


• Process invoices promptly, monitor overdue payments, and chase clients where needed \- with professionalism and persistence.


• Review and issue client contracts ensuring each is accurate and sent out on a timely basis.


• Maintain a contract renewal schedule, proactively flagging renewals coming up within three months.


• Coordinate payroll changes and liaise with relevant parties to ensure these are processed correctly.


• Support the events team with all event related contracts, invoicing and renewal administration

• Maintain the Breathe HR system with current, accurate staff information.


• Distribute weekly staff movement updates to keep the team informed.


• Coordinate team socials, birthday recognition, and work anniversaries \- making sure people feel valued.


• Support the onboarding of new team members, making sure they have everything they need from day one.


• Keep the staff handbook and HR policies up to date, handling all confidential documents with discretion and care.

• Monitor TMetric (time tracking) data weekly to maintain visibility of team capacity and time usage.


• Prepare monthly MI analysis and reports for the leadership team.


• Flag any capacity issues or concerns to Account Managers or leadership promptly.

Organisation \& Systems

• Exceptional organisational skills with the ability to juggle multiple tasks without dropping the ball.


• High attention to detail \- especially when it comes to financial and contractual data.


• Confident using Xero, Excel, and Google Workspace; experience with ClickUp or similar project management tools is a bonus.


• Comfortable managing recurring admin workflows and improving them over time.

• Clear, confident communicator \- able to chase payments, clarify processes, and keep stakeholders informed.


• Comfortable working across all levels of the business, from junior team members to the leadership team.


• Handles sensitive and confidential information with discretion at all times.

• A natural “I’ll get it done” attitude \- no task is beneath you, no challenge too unexpected.


• Flexible and adaptable \- things change quickly in agency life and you roll with it.


• Proactive: you spot problems before they become crises and act without being prompted.


• Calm under pressure, dependable, and someone the team genuinely relies on.


• Actively identifies opportunities for improvement, continuously seeking more efficient and effective ways of working.

Our culture is built on five values: Flexibility, Fun, Integrity, Collaboration, and Enthusiasm. We are adaptable and open\-minded, creating space for different ways of working.

We bring energy and positivity to what we do, celebrating wins along the way. We act with honesty and transparency at every level.

We support each other and share knowledge to succeed together. And we approach our work with genuine passion, believing in the difference we can make.

This is a culture where the right person will thrive \- someone who gets stuck in, supports those around them, and takes pride in doing things properly.

Pay: £25,000\.00\-£30,000\.00 per year

Application question(s):

• Have you worked in a law firm?

This listing is from indeed. View original listing ↗