Job Title: Assistant Office Manager and Admin Officer

Location: West End, London

Salary: £40,000-£45,000 p/a

Are you an organised, proactive, and energetic office professional who thrives in a busy, people-focused environment? We are looking for an exceptional Assistant Office Manager & Admin Officer to step into a 12 month maternity cover and ensure the smooth, efficient running of a firm's office in London's West End. This is a pivotal position within the business, supporting staff across all departments, creating a welcoming environment for guests, and taking ownership of key administrative, facilities, and office management functions.

This is an exciting opportunity to join a fast-growing, dynamic organisation where no two days are the same. You’ll be a central figure in keeping the office operating seamlessly, managing events, suppliers, and daily operations with confidence and a positive, can-do attitude. This role is onsite, 5 days in office. 

What You'll Do

In this varied and hands-on role, you will take ownership of a range of office, administrative, and reception responsibilities, including:

Front of House & Reception

• Greeting guests & managing arrivals

• Managing the meeting room booking system

• Answering the main company line, handling calls professionally, taking messages, and directing enquiries

Office Management & Facilities

• Ensuring the office runs smoothly, overseeing essential services such as cleaning, maintenance, and supplies

• Coordinating supplier contracts

• Managing daily post and courier bookings

• Keeping meeting rooms clean, well-stocked, and fully functional

• Assisting with setting up video calls and liaising with IT when required

• Adhering to and monitoring the office budget

Event & Project Support

• Leading the planning and execution of all office events, meetings, and training sessions

• Liaising with event organisers, vendors, and internal stakeholders

• Managing all aspects of event delivery, including décor, setup, and takedown

Health & Safety

• Organising H&S meetings, taking and publishing minutes

• Conducting daily and weekly office H&S checks

• Assisting with fire risk assessments and ensuring policies, training, and compliance tasks are up to date

Administrative Support

• Preparing internal presentations, letters, and documents

• Maintaining filing systems and administrative logs

• Processing company expenses

• Creating and managing purchase orders, following up for approval, and ensuring timely payment

• Updating internal spreadsheets and project logs

Diary & Travel Coordination

• Managing complex diaries across multiple time zones for several team members

• Scheduling and prioritising appointments, adjusting as needed

• Booking UK and international travel, including flights, accommodation, and logistics

• Coordinating with relevant teams to ensure contracts and documentation are signed and properly filed

Who We Are

We’re looking for a friendly, highly organised office professional who brings energy and initiative to everything they do:

• Experience in a receptionist, office manager, or administrative role

• Proactive, quick-thinking, and confident multitasking in a fast-paced environment

• Strong interpersonal and communication skills

• Exceptional attention to detail

• Proficient with Microsoft Office 365 Suite

• Comfortable using Microsoft Teams and Zoom

• Able to remain calm under pressure, juggle multiple priorities, and problem-solve effectively

This is a fantastic opportunity to play a central role in the running of a vibrant, collaborative office environment. If you’re organised, people-focused, and ready to take ownership of a varied and impactful role, we’d love to hear from you.

REF: RS125041