Admin Assistant

2 weeks ago

London, Greater London, United Kingdom Portland Brown Full time £25,000 - £40,000 per year

We have an exciting opportunity for a highly organised and proactive Admin Assistant to join our London team on a part time basis.

In this vital role, youll support the smooth day-to-day running of the London Office and provide essential assistance to the Head of Operations and the wider Leadership Team. Youll play a key part in coordinating building management, ensuring that our workspace remains professional, welcoming, and efficient for both colleagues and visitors.

This position is perfect for someone who enjoys variety in their work, thrives on organisation, and takes pride in supporting others. From diary management and office coordination to liaising with tenants and suppliers, youll help ensure everything runs seamlessly behind the scenes.

Responsibilities:

  • Provide administrative support to the Head of Operations and the Leadership Team, including diary management and meeting coordination
  • Set up employee workstations, including IT equipment and DSE assessments
  • Record and distribute actions from Operations Team meetings
  • Manage the London Office meeting room calendar, preparing rooms and organising refreshments
  • Coordinate health and safety activities for the office, escalating incomplete actions where necessary
  • Ensure company vehicles are maintained and roadworthy
  • Maintain office supplies, stationery, and IT stock
  • Answer incoming calls and manage post and deliveries
  • Support other departments as required, including holiday cover
  • Assist the Marketing Team with internal office events
  • Manage the issue and tracking of staff uniforms
  • Act as the first point of contact for tenant companies within the Bakers Row building
  • Arrange compliance, servicing, and health and safety activities for the building
  • Ensure risk assessment actions are completed promptly
  • Conduct regular access audits and maintain up-to-date welcome packs
  • Carry out weekly fire alarm sound checks

Requirements:

  • Previous administration experience in a busy office environment
  • Excellent communication and people skills
  • Strong organisational and time management skills
  • Ability to work independently and as part of a team
  • Self-motivated, enthusiastic, and proactive
  • Confident with Microsoft Office and internet browsers (training provided for OSCAR and Sugar CRM)
  • Experience setting up IT for new team members
  • Accuracy and attention to detail

Benefits:

  • 31 days holiday (pro rata)
  • 5-night stays in Portlands London apartments
  • Portland Birthday Perks
  • Training and development opportunities
  • Private Healthcare
  • Mental Health Support
  • Critical Illness Cover
  • Annual Flu Jab & Eye-test
  • Company socials
  • Benefit enhancements each year you work at Portland
  • Charity match fund

At Portland Brown, we occasionally use alternative titles for our advertised roles to ensure they appeal to a wide range of candidates. Please note that the job title used in this advert may differ from the internal title for the position. Rest assured, the roles responsibilities and scope remain as described, and this will be clarified during the recruitment process.

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