Overview
Office Administrator Jobs in London Area, United Kingdom at Ubique Systems
Title: Office Administrator
Company: Ubique Systems
Location: London Area, United Kingdom
Role Title: Office Administration and PA
Location: Mayfair Office and Regents Park Residence , London (Onsite)
Working Days: Monday – Friday
Working Hours: 9:00 am – 6:00 pm (with flexibility / on-call support as required)
UK driving License mandate
Inside IR35 Contract
Key Responsibilities
A. Mayfair Office & Administrative Support
•Ensure the office is fully functional, organised, and presentable at all times
•Coordinate IT systems (Wi-Fi, printers, conferencing), office supplies and vendor services
•Support courier/post management and small team events and meetings
•Maintain IT and asset inventory
•Ensure adherence to basic compliance requirements (health & safety, fire norms)
B. HR, Administrative
1. Employee Experience & Connect
•Act as the first point of contact for basic employee/admin queries (London office)
•Facilitate regular employee connects across geographies and track follow-ups/actions
•Support employee engagement initiatives (communications, team events, informal connects, etc.)
2. HR Coordination
•Liaise with India HR team for all local support and execution requirements
•Enable training coordination across teams (sales, practice areas, etc.)
•Facilitate cross-geography connects (UK–US–India) for learning, collaboration, and integration
3. Onboarding Support
•Support on-ground onboarding for London-based hires and visiting employees
•Ensure workspace readiness, basic documentation and induction coordination
4. Data & Analysis Support
•Prepare basic HR dashboards (headcount, attrition, key metrics)
•Maintain trackers for employees, vendors, office/admin costs
•Support data collation and basic analysis in Excel
5. Presentation & Documentation
•Assist in preparing presentations (PPTs), reports and internal documentation
•Support creation of country-specific policy handbooks (including benefits)
•Maintain organised documentation and records repository
C. Personal Assistance
•Basic diary and schedule coordination (as required)
•Travel bookings, visas, and logistics
•Restaurant bookings, events, and local arrangements
•Running errands and handling ad-hoc requests
•Managing expenses, invoices, and reconciliations
2. Vendor & Facilities Coordination
Liaise with building management and external vendors for: Maintenance, repairs, and servicing
Coordinate quotes and ensure timely execution of required work
Be available on-site where required for vendor access / supervision
3. Budgeting & Expense Tracking
•Track and manage utility bills , routine maintenance costs , vendor payments and invoices
•Maintain basic oversight and reporting of expenses
4. Inventory & Readiness
•Maintain adequate stock of household and office supplies
•Ensure readiness ahead of principal or guest visits
•Coordinate deep cleans and setup as required
E. Reporting & Governance
Maintain structured trackers for: Property-related issues
Vendor activities
Administrative and HR tasks
Ensure timely follow-ups and closure of all open items
Uphold discipline in documentation, reporting, and record-keeping
Core Skills & Competencies
•Excellent time-management skills, with the ability to prioritise effectively across multiple responsibilities
•Strong organisational and coordination skills
•High attention to detail
•Ability to manage vendors, track expenses, and maintain operational discipline
•Strong communication skills (written and verbal)
•Proficiency in MS Office (Excel, PowerPoint)
•Comfort with basic data handling and reporting
Candidate Profile
Minimum 1-2 years of experience in: Office administration / coordination roles PA / EA roles supporting senior stakeholders
Exposure to high-trust, confidential environments (HNIs / family offices preferred)
Demonstrated ability to manage vendors and operations independently
Strong organisational and multitasking skills
Demonstrated stability and longevity in prior roles
