Overview
Office Administrator & Personal Assistant (PA) Jobs in London Area, United Kingdom at iXceed Solutions
Title: Office Administrator & Personal Assistant (PA)
Company: iXceed Solutions
Location: London Area, United Kingdom
Office Administrator & Personal Assistant (PA)
Location: London, UK
Working Days: Monday – Friday
Working Hours: 9:00 AM – 6:00 PM (Flexibility / on-call support as required)
Start Date: ASAP
Role Overview
Seeking a reliable and highly organized Office Administrator & PA to manage office operations, administrative support, vendor coordination, HR assistance, and personal assistance responsibilities for senior stakeholders.
Key Responsibilities
Office & Facilities Administration
- Ensure office and residence operations are organised, functional, and well-maintained.
- Manage office supplies, IT coordination (Wi-Fi, printers, conferencing), assets, and vendors.
- Coordinate couriers, meetings, events, maintenance, and facility requirements.
- Maintain compliance with basic health & safety and operational standards.
HR & Employee Support
- Act as the first point of contact for employee/admin queries.
- Support onboarding, employee engagement activities, and cross-geography coordination.
- Liaise with HR teams for training, documentation, and employee initiatives.
- Maintain HR trackers, dashboards, and basic reporting.
Personal Assistance
- Manage diaries, schedules, travel arrangements, visas, and logistics.
- Coordinate meetings, restaurant bookings, events, and local arrangements.
- Handle expenses, invoices, reconciliations, and ad-hoc requests with discretion.
Vendor & Expense Management
- Coordinate with building management and external vendors.
- Manage maintenance requests, quotations, payments, and service follow-ups.
- Track expenses, utilities, invoices, and administrative costs.
Reporting & Documentation
- Maintain structured trackers for HR, vendors, property, and administrative activities.
- Prepare reports, presentations, and internal documentation.
- Ensure accurate record keeping and timely closure of tasks.
Key Skills & Competencies
- Strong organisational and multitasking skills.
- Excellent communication and stakeholder management abilities.
- High attention to detail and ownership mindset.
- Ability to manage confidential information with discretion.
- Strong MS Office skills (Excel, PowerPoint).
- Experience with basic reporting, documentation, and expense tracking.
Candidate Profile
- 1–2+ years of experience in Office Administration, Executive Assistant, Personal Assistant, or Operations Coordination roles.
- Experience supporting senior stakeholders in high-trust environments preferred.
- Ability to independently manage vendors, operations, and administrative activities.
- Strong reliability, professionalism, and problem-solving approach.
