# Office Administrator [Gen II Fund Services](https://www.jorb.ai/firms/gen-ii-fund-services.md) · London · United Kingdom · [Administrative / Others](https://www.jorb.ai/jobs/administrative-others.md) Gen II Fund Services is hiring a Office Administrator in London. Posted 2026-07-20; applications close 2026-09-18. **Apply**: https://recruiting.ultipro.com/GEN1035GENFU/JobBoard/5731cfb1-dfc5-4fee-9796-9defe1582a54/OpportunityDetail?opportunityId=a31f20a8-c703-4a0c-9aa0-3884b56b0b9d Posted 1d ago. ## Role details ## What’s the role? To support the London office team by overseeing general office administration and day-to-day operations. The London office includes approximately 60 employees. This is a hybrid role that includes Office Administration, Reception, and Facilities duties. Generally, this person ensures that the office runs smoothly, equipment is maintained, relevant records are up to date, and administration processes work effectively. ## What you’ll be doing Your role may include, but will not be limited to, the following tasks (known as “Defined Business Activities”). The list is not exhaustive and may be amended from time to time. ### General Administration - Assist all areas of the business with ad hoc administration tasks. - Manage the onsite filing system and offsite archiving. - Develop and implement new administrative systems, such as record management. - Maintain telephone list information. - Answer the main line telephone, assist callers, and ensure calls are forwarded to the most appropriate team member. - Coordinate logistics of internal and external meetings, including conference room reservations, greeting guests, meal ordering, and room set up and breakdown. - Communicate effectively and collaboratively with internal staff, leadership, and external clients in a professional manner. ### Office Management - Liaise with the HR team to ensure the new starter induction process runs smoothly. - Liaise with the building reception and management team. - Report and follow up any issues and arrange any necessary maintenance work. - Manage office space and desk allocation, including responsibility for office furniture and equipment. - Order office supplies, including stationery and kitchen supplies. - Maintain and/or develop supplier relationships to source the best rates and service for business requirements. - Record office expenditure and manage the budget. - Liaise with HR about training and seminar bookings. - Coordinate office events, both in and outside the office, including an annual holiday and summer party, working with the Social Committee as needed. - Process invoices in the company ERP system. ### Health and Safety - Act as the Health and Safety Officer. - Ensure all necessary staff receive appropriate training for health and safety and fire safety. - Ensure first aid supplies are not kept beyond expiry and are replenished. - Arrange regular testing for electrical equipment and safety devices. ### Mail & Messenger Duties - Oversee daily processing of all post, including opening, stamping, scanning, electronic and/or hard copy filing, and on- and offsite storage. - Deliver internal and external messages, incoming post, and internal mail to all desks. - Prepare registered deliveries and courier packages for collection. ## The ideal background for this role ### Qualifications - Sound academic background. - GCSEs in English Language and Mathematics (or equivalent) at grade B or above. - A Levels. - Strong communication skills, professional presence, superb organizational skills, and experience dealing with confidential information. - Multitasking capability with a thorough, process-oriented, and detail-focused approach. - Independent judgment, prioritization, and critical thinking abilities in a fast-paced and evolving environment. - Personal qualities: dependable, flexible, patient, resourceful, and efficient. ### Experience - Previous office-based clerical, secretarial, or commercial work. ### Knowledge - A detailed working knowledge of Microsoft Office 2010, including Word, PowerPoint, and Excel. ## Location This role is based in our London office in Mayfair and requires in-office attendance 5 days/week. The role reports to the Southampton Office Manager. ## Applying to this role This Office Administrator role at Gen II Fund Services runs through the firm's own careers portal and expects a CV and cover letter written specifically for the posting, not a portable submission carried across firms. Jorb AI's application agent tailors a CV and cover letter from your background to this posting and tracks the role alongside the rest of your applications. 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