Office Manager & PA

At Ontic, we’re proud of the people who keep our sites running smoothly and create an environment where teams can do their best work.

We’re looking for an organised, proactive and people-focused PA & Office Manager to support our Site General Manager, Regional SVP and wider leadership team, while taking ownership of the day-to-day coordination of our office.

This is a varied and highly visible role where no two days are quite the same. You’ll be at the heart of the site, bringing people, information and resources together, helping to create a welcoming workplace and ensuring our leaders and teams have the support they need to succeed.

What you’ll be doing

Executive and leadership support

• Provide comprehensive PA support to the Site General Manager, including diary and inbox management, travel bookings, calendar coordination and general administrative support.
• Support meetings by coordinating rooms, Teams calls, catering and refreshments, and welcoming visitors.
• Provide administrative support to the Site and Regional Leadership Teams based at the site.
• Provide PA support to the Regional SVP, including diary management, meeting coordination, travel arrangements, expense management and the organisation of regional leadership meetings and events.
• Coordinate Site Leadership meetings, both on-site and off-site, including venue bookings, invitations, communications and catering.

Office management

• Help create and maintain a welcoming, organised and effective working environment.
• Manage office supplies and stationery, maintaining appropriate stock levels and keeping stationery areas organised.
• Oversee meeting rooms, ensuring they are well presented and refreshments are stocked.
• Manage the relevant Amazon Business account and cost centre.
• Coordinate the purchase and organisation of employee incentives, prizes, raffles and recognition gifts.
• Support the receipt and distribution of incoming post and deliveries alongside the Facilities team.
• Ensure visitors are directed appropriately and arrange security passes where required.
• Manage office-wide communications, ensuring colleagues receive clear and timely information through the most appropriate channels.

Travel and site support

• Act as a Travel Administrator, supporting colleagues with setting up travel accounts, troubleshooting issues and assisting with flights, ticketing and hotel reservations.
• Support the administration of pool cars, ensuring drivers are correctly registered on the Enterprise app and have access to suitable vehicles.
• Travel between Ontic sites when required.

Events and employee experience

• Coordinate and support employee events, including establishing and chairing planning committees for activities such as summer and Christmas events.
• Work closely with HR to coordinate initiatives including Coffee Chats, New Starter Lunches and New Starter Packs.
• Coordinate the creation and distribution of Long Service Awards.
• Support monthly All Hands meetings, including monitoring questions submitted through the All Hands inbox, managing invitations and updates, and arranging refreshments.
• Represent the site as part of the Corporate Responsibility (CR) team and support related activities and events.
• Respond to employee and management queries in a professional and timely manner.
• Support other reasonable activities in line with the responsibilities of the role.

Who you’ll work with

You’ll build strong relationships across the organisation, working closely with:

• The Site General Manager and Site Directors
• Regional and Senior Leadership Teams
• Site Leadership Teams
• HR and Facilities
• Employees across the site
• External suppliers, including providers of office supplies, hotels and travel services

About you

You’ll be someone who enjoys bringing structure to a busy environment, takes pride in creating a positive employee experience and is comfortable working with colleagues at every level of an organisation.

Ideally, you’ll bring:

• Around 3–5 years’ experience in an administrative, PA, business support or office management role.
• A qualification in business administration, communications or a related discipline, or equivalent practical experience.
• Exceptional attention to detail and a proactive, can-do approach.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Experience coordinating and delivering meetings and events.
• Excellent communication and interpersonal skills.
• Strong problem-solving and analytical abilities.
• The confidence to work independently, take ownership and use your initiative.
• Strong Microsoft Office skills, including Excel.
• Experience using SAP Concur would be advantageous.

We are a fast-paced business with ambitious growth plans; so if you are dedicated, enthusiastic and always seeking ways to improve, you'll enjoy a career with us!