Office & People Operations Specialist

We are looking for a highly organised trustworthy and proactive Office & People Operations Specialist to ensure the smooth day-to-day functioning of the office while supporting core people operations. This role combines office management HR administration procurement coordination and executive-level administrative support requiring discretion autonomy and a strong service mindset.

Key Responsibilities

1. Office Management

• Ensure efficient daily office operations including facilities supplies equipment and maintenance
• Act as the main point of contact for reception visitors mail couriers and building management
• Coordinate shared spaces internal events training sessions and team offsites
• Manage office vendors (cleaning security catering utilities) and monitor service quality
• Track office budgets expenses invoices and purchase orders in collaboration with Finance
• Support workplace sustainability initiatives and internal culture activities

2. HR & People Operations Support

• Support end-to-end recruitment and onboarding processes (job postings interview coordination contracts onboarding logistics)
  

• Maintain accurate employee records and ensure GDPR/RGPD compliance
  

• Assist with payroll preparation benefits administration and HR reporting
  

• Coordinate training sessions medical appointments and health & safety activities
  

• Support time-off tracking absence management and offboarding processes
  

• Contribute to performance management cycles and learning & development initiatives
  

3. Procurement & Vendor Management

• Maintain a centralised overview of supplier contracts and renewal timelines
  

• Source compare and negotiate quotes for office supplies services travel and events
  

• Prepare purchase requisitions track orders and follow up on deliveries
  

• Support cost optimisation through spend tracking and pricing comparisons
  

• Collaborate closely with Finance on invoice reconciliation and budget monitoring

4. Executive & Personal Assistance

• Manage complex calendars meetings and scheduling across multiple time zones
  

• Prepare agendas meeting materials minutes and follow-up actions
  

• Create and format professional presentations reports and briefings
  

• Coordinate business travel and manage expense reporting
  

• Handle sensitive and confidential information with a high level of discretion
  

• Provide ad hoc administrative data and reporting support as required
  

Key Competencies

• Strong organisational and administrative skills with the ability to manage multiple priorities
  

• Excellent written and verbal communication skills
  

• High level of discretion reliability and attention to detail
  

• Ability to collaborate effectively across teams and functions
  

• Proactive solution-oriented and service-driven mindset