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About the Role
Reporting to the Office Services Manager, this role focuses on keeping front-of-house running smoothly and supporting operational and facilities functions. The emphasis is on reliable delivery, clear communication, and a proactive attitude, with opportunities to gain hands-on experience in workplace operations, supplier coordination, and office administration.
Responsibilities
- Welcome clients, visitors, and employees, ensuring every interaction is warm, professional, and efficient
- Manage office access across multiple locations, including issuing and removing access passes
- Coordinate meeting room bookings and visitor arrangements
- Set up and reset meeting rooms for client meetings, workshops, and internal sessions
- Coordinate catering orders and provide hospitality support for client and team events
- Support the planning and logistics of office events, pitches, and socials
- Answer and direct incoming calls and respond to email requests in a timely manner
- Provide diary management and scheduling support as needed
- Maintain accurate records and documentation
- Raise purchase orders and support day-to-day financial administration
- Process deliveries, mail, and courier services
- Keep multiple offices stocked with groceries, stationery, and supplies
- Coordinate maintenance callouts and liaise with facilities providers as required
- Support health and safety procedures and workplace compliance requirements
- Support the Office Services Manager with operational tasks, projects, and administrative activities
Requirements
- Experience in a front-of-house, reception, or customer-facing role (retail, hospitality, events, or office environments)
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively
- Clear, confident communication, both written and verbal
- A proactive approach: ability to identify and act on tasks without prompting
- Attention to detail, particularly when maintaining records and trackers
- Ability to stay focused and solutions-oriented during busy periods
- Ability to build positive relationships with colleagues, clients, and visitors
- Familiarity with Microsoft Outlook, Teams, or ticketing systems is helpful
- A good understanding of workplace security and access control systems, or a willingness to learn
- Basic awareness of financial administration, including purchase orders and invoice tracking
- Curiosity about how AI tools can support day-to-day tasks
- Willingness to explore AI tools relevant to operations and office management
- Agentic mindset: ability to break tasks into manageable steps and find efficient solutions
Skills
- Microsoft Outlook
- Microsoft Teams
- Ticketing systems
- Workplace security systems
- Access control systems
- Financial administration
- Purchase order processing
- Invoice tracking
- AI tools for task support
- Communication
- Organization
- Problem-solving
Location
- London, United Kingdom
Work Type
- Onsite
Experience Level
- Associate
About the Company
- Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands.
- Partners with over 300 clients in 40+ countries.
- Unique model drives creativity and efficiency, delivering tailored solutions.
- Part of The Brandtech Group, leveraging cutting-edge AI technology to revolutionize work.
- AI solutions enhance efficiency, spark creativity, and drive insightful decision-making.
- Values include being Ambitious, Imaginative, Inspirational, always learning, Results-focused, and actively pro-inclusive and anti-racist.
- Committed to creating an inclusive working environment where all employees are encouraged to reach their full potential.
- Has set ambitious environmental goals around sustainability with science-based emissions reduction targets.
Equal Opportunity
- OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected.
- All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.