Office Assistant

Why This Role Matters

This role supports the operational foundation of the office. It requires someone who is motivated by quality, consistency, and service, and who understands how the smooth running of everyday activities can have a big impact on employee experience, brand image, and organizational efficiency.

About the Role

We are looking for a reliable, proactive and service-oriented Office & Workplace Assistant to support the smooth and professional day-to-day functioning of our office.

This role is central to ensuring that all workplace operations run seamlessly, offering support across departments, managing essential services and contributing to the overall quality of our working environment. The ideal candidate combines attention to detail, strong communication skills, and a hands-on attitude with the discretion and integrity needed to operate in a dynamic business setting.

Main Activities and Responsibilities

Administrative Support:

·      Support day-to-day office operations.

·      Assist in updating and maintaining office procedures and internal documentation.

·      Provide basic administrative support to different departments when needed.

Office Maintenance and Supplies:

·      Monitor and report on office supply needs.

·      Assist with ordering and organizing stationery, consumables, and common area items.

·      Coordinate basic maintenance requests and manage interactions with facility service providers (e.g. cleaning, catering, couriers).

Uniform Management:

·      Track uniform inventory and staff sizing.

·      Coordinate the distribution, collection, and replacement of uniforms.

·      Liaise with laundry and uniform suppliers.

·      Maintain accurate records related to allocation and returns.

Reception and Communication:

·      Answer and direct incoming calls.

·      Greet guests and support meeting room scheduling and readiness.

·      Handle basic correspondence, including email sorting, mail distribution, and document filing.

·      Draft and send clear, professional messages when required.

Workplace Support Activities:

·      Help organize internal meetings, small events, or visits.

·      Provide logistical support for staff travel arrangements or deliveries.

·      Help maintain cleanliness, order, and presentation in shared areas (kitchen, reception, meeting rooms, etc.).

Occasional/Optional Responsibilities:

·      Support the onboarding of new team members (e.g. desk setup, welcome kit, uniforms).

·      Assist in preparing simple reports, spreadsheets, or presentation materials.

We are looking for someone who:

·      Takes initiative and pride in making things work efficiently

·      Is organized, dependable and service-driven

·      Enjoys supporting others, are not afraid to take care of operational needs, and understand the importance of presentation and order in a workplace

·      Communicate clearly and professionally, represent the company with care, and maintain a high standard of confidentiality

·      Is eager to grow, flexible, and open to contributing across various office needs, big or small.

Key Competencies:

Required Education and Experience:

·      At least 3 years of experience in a similar role in the luxury market.

·      Strong administrative skills.

·      Excellent communication skills, both verbal and written.

·      Proactive approach to anticipating guest needs.

·      Ability to manage people, resources, and logistics effectively.

·      Attention to detail and ability to pre-empt issues or challenges.

·      Friendly demeanor and genuine pleasure in supporting colleagues.

·      Willingness to work flexible hours, including weekends and events.

·      High school degree; additional qualification as an Administrative Assistant or Secretary is a plus.