Office Administrator

Office Administrator

About the Role

We are looking for a highly organised, proactive and people-focused Office Administrator to join our team. This varied, administrator-level role keeps our office running smoothly while making sure our Tour Leaders are fully supported before, during and after their tours.

As our receptionist you will be the first point of contact for visitors and enquiries, look after the office building, suppliers and equipment, and support the Chief of Staff on facilities and Health & Safety. Alongside this, you will help manage the systems, supplies, training and communication that our Tour Leaders rely on to deliver exceptional travel experiences for our guests.

This role would suit someone with excellent communication skills, strong attention to detail, and the ability to juggle administrative, operational and people-focused tasks.

Key Responsibilities

Office Administration/frontline receptionist

- Provide front office reception as the first point of contact for the building, meeting and greeting visitors.

- Answer the general office line and respond to enquiries, passing them on where necessary.

- Order all company stationery, IT equipment, office furniture, cleaning products, food and beverages, and anything else the office needs.

- Update and maintain the Equipment List, making sure every item is accounted for and assigned to the correct employee.

- Send a monthly update of new and removed equipment to the insurance provider, keeping a monthly backup, and supply information for claims as required.

- Manage staff parking and front entry access, including issuing entry access tags.

- Liaise with the body corporate, landlord and contract service providers on building-related issues and queries.

- Compile and review a Preferred Supplier List (PSL) for all service providers.

- Manage the Office Cleaner, including keeping their job description up to date, assigning tasks, reviewing performance and recording hours.

- Assist with organising company social events, including the annual Christmas Staff Party.

Facilities Support

- Carry out weekly building and meeting room checks, dealing with any issues promptly.

- Respond to maintenance issues and requests in a timely manner, and report building or service issues to Management.

- Help with general maintenance tasks such as hanging pictures, moving cables, filling holes and painting.

- Work with the Chief of Staff to arrange electricians, plumbers and other external suppliers when issues cannot be resolved in-house.

- Securely facilitate equipment and furniture moves within the building.

- Support the Chief of Staff in upholding Health & Safety standards, including risk assessments and other statutory requirements.

Tour Leader Support

- Create, manage and monitor Slack channels for each tour departure.

- Manage access to tour departure documentation.

- Conduct Friday check-in calls with Tour Leaders.

- Assist with training Tour Leaders on accounts, systems and admin tasks and one-to-one guidance.

- Compile Tour Leader reviews into a database and help analyse feedback, optional excursion engagement and performance data.

- Support the Tour Leader Administrator in maintaining the Tour Supplies stockroom, keeping stock levels replenished and managing deliveries to Tour Leaders.

- Communicate with suppliers, maintain hotel information databases and add optional activity media for Tour Leader reference.

- Monitor social media activity across platforms.

- Provide support to the Tour Accounts team when required.

Skills & Attributes & Experience

- A minimum of 4 years experience in an administration/receptionist role

- Good computer literacy, we use Google documents

- Strong organisational skills with excellent attention to detail.

- Sound interpersonal relationship skills

- Well-spoken and presentable

- A friendly, professional manner as the first point of contact for visitors, callers and Tour Leaders.

- Proactive communicator with the confidence to support and guide others.

- Ability to balance administrative tasks with hands-on practical work and people-focused problem solving.

- Comfortable working in a fast-paced environment with multiple priorities.

- Willingness to help with light practical and maintenance tasks around the office.

- Competence in Google Drive and Slack; experience with SurveyMonkey is an advantage.

- Previous office administration, facilities, travel, hospitality or tour operations experience is an advantage but not essential.

What We Offer

- The opportunity to work with a dynamic, international travel company.

- A varied role with responsibility and the chance to directly impact the experience of both staff and guests.

- Professional growth through training, development and hands-on experience.

- Being part of a passionate, supportive and fun team environment.