Senior office administration professional London office

The role acts as the on-site liaison between the London office and the offshored PA pool, overseeing/supporting the accurate processing and management of external purchase billing within SAP, delivering high‑quality workplace operations and robust vendor management, while acting as a key point of contact for local stakeholders and ensuring consistent application of corporate policies and standards.

Beyond operational delivery, the position drives a high‑performing, employee‑centric workplace environment aligned with business needs.

The role ensures that office operations are fully integrated, cost‑efficient, and compliant with corporate standards and UK regulatory requirements.

Key Responsibilities

Principal Liaison with External PA Pool

• Act as the principal liaison between London-based senior leaders (VP/EVP) and the offshored PA pool


• Ensure appropriate processes are in place and managed to ensure the accurate processing and management of external purchase billing within SAP by the offshore PA pool


• Ensure appropriate processes are in place and managed to ensure offshore PA pool delivers on all other aspects of key PA requirements, in particular travel management


• Act as a trusted operational partner to London-based senior leadership, providing proactive support on day-to-day office management and strategic workplace initiatives


• Ensure the smooth and efficient daily operation of the London office, fostering a professional, well-organised, and welcoming environment for employees, visitors, and senior stakeholders

Office Management & Workplace Operations

• Act as a trusted operational partner to London-based senior leadership, providing proactive support on day-to-day office management and strategic workplace initiatives.


• Ensure the smooth and efficient daily operation of the London office, fostering a professional, well-organised, and welcoming environment for employees, visitors, and senior stakeholders.

Operational Leadership & Continuous Improvement

• Lead office operations with a focus on efficiency, service quality, and continuous improvement.


• Work closely with internal teams (HR, Catering, Reception, Facilities) to ensure an integrated and high-functioning workplace environment.

Facilities & Vendor Management

• Oversee all aspects of facilities management, including space planning, office moves, locker allocation, reception services, and workplace infrastructure.


• Manage relationships with landlords (e.g., BSH building management), suppliers, and service providers including cleaning, catering, maintenance, security, and IT on-site support.


• Monitor vendor performance and service quality, ensuring high standards are consistently maintained and issues are addressed promptly.

Workplace Experience & Engagement

• Plan and deliver office events (e.g., town halls, offsites, seasonal events, team activities) in collaboration with HR and leadership.


• Create a positive and engaging workplace experience aligned with company culture and employee needs.

Health, Safety & Compliance

• Serve as an active member of the Health & Safety Committee, leading initiatives to ensure compliance with UK regulations.


• Conduct risk assessments and maintain health & safety records.


• Coordinate emergency response roles, including Fire Marshals and First Aiders, and ensure appropriate training is delivered.

Additional Responsibilities

• Provide reception cover as required to ensure continuity of front-of-house services.


• Support and coordinate office moves, reorganisation, and space optimisation projects.

Skills & Experience

Required

• Strong office & workplace operations management experience in complex corporate environment


• Experienced in coordinating and acting as liaison between senior leadership and offshored PA pool desirable


• Excellent stakeholder management & communication


• Proven operational leadership & problem-solving capability


• Solid facilities & vendor management


• Budget management & financial control experience


• Experience in employee engagement & event organisation


• Good knowledge of health & safety and compliance (UK)


• Excellent organizational and multitasking skills, with strong attention to detail.


• High level of discretion and professionalism when handling confidential matters.

Key Success Factors

• High satisfaction of VP/EVP with liaison and management of offshore PA pool


• Seamless office operations with minimal disruption


• Strong compliance and data accuracy


• Trusted partnership with leadership