Office Administration and Personal Assistant ( Property Management)

Tasks

Job title:Office Administration and Personal Assistant ( Property Management)

Location: Mayfair Office and Regents Park Residence London

Working Days: Monday Friday

Working Hours: 9:00 am 6:00 pm (with flexibility / on-call support as required)

Compensation:(gross per annum)

Start Date: ASAP

Role Context

We are seeking a mature highly reliable and discreet individual to support the smooth functioning of the Mayfair office and a London-based residence.

This is a high-trust ownership-driven role requiring the individual to operate independently with strong judgement ensuring seamless execution across responsibilities.

The role is primarily focused on office administration and coordination complemented by personal assistance / property oversight ensuring smooth day-to-day functioning across all areas.

Key Responsibilities

Mayfair Office & Administrative Support

• Ensure the office is fully functional organised and presentable at all times
• Coordinate IT systems (Wi-Fi printers conferencing) office supplies and vendor services
• Support courier/post management and small team events and meetings
• Maintain IT and asset inventory
• Ensure adherence to basic compliance requirements (health & safety fire norms)

HR Administrative

Employee Experience & Connect

• Act as the first point of contact for basic employee/admin queries (London office)

• Facilitate regular employee connects across geographies and track follow-ups/actions

• Support employee engagement initiatives (communications team events informal connects etc.)

HR Coordination

• Liaise with India HR team for all local support and execution requirements
• Enable training coordination across teams (sales practice areas etc.)
• Facilitate cross-geography connects (UKUSIndia) for learning collaboration and integration

Onboarding Support

• Support on-ground onboarding for London-based hires and visiting employees
• Ensure workspace readiness basic documentation and induction coordination

Data & Analysis Support

• Prepare basic HR dashboards (headcount attrition key metrics)
• Maintain trackers for employees vendors office/admin costs
• Support data collation and basic analysis in Excel

Presentation & Documentation

• Assist in preparing presentations (PPTs) reports and internal documentation
• Support creation of country-specific policy handbooks (including benefits)
• Maintain organised documentation and records repository

Personal Assistance

• Basic diary and schedule coordination (as required)
• Travel bookings visas and logistics
• Restaurant bookings events and local arrangements
• Running errands and handling ad-hoc requests
• Managing expenses invoices and reconciliations

Property & Residence Oversight

Provide periodic oversight (not day-to-day supervision) of the residence to ensure upkeep and readiness.

Property Oversight & Maintenance

• Ensure the residence is maintained to appropriate standards of presentation and functionality

• Conduct periodic checks across: Heating air-conditioning plumbing electrical systems

• Fixtures fittings and general upkeep

• Identify issues and coordinate timely resolution through vendors

Vendor & Facilities Coordination

• Liaise with building management and external vendors for: Maintenance repairs and servicing
• Coordinate quotes and ensure timely execution of required work
• Be available on-site where required for vendor access / supervision

Budgeting & Expense Tracking

• Track and manage utility bills routine maintenance costs vendor payments and invoices
• Maintain basic oversight and reporting of expenses

Inventory & Readiness

• Maintain adequate stock of household and office supplies
• Ensure readiness ahead of principal or guest visits
• Coordinate deep cleans and setup as required

Reporting & Governance

• Maintain structured trackers for: Property-related issues
• Vendor activities
• Administrative and HR tasks
• Ensure timely follow-ups and closure of all open items
• Uphold discipline in documentation reporting and record-keeping

Behavioural Expectations

This role requires maturity judgement and ownership over task execution.

• Ownership & Reliability: Takes full responsibility and ensures closure of all tasks

• Discretion & Integrity: Handles confidential information with sensitivity

• Proactiveness: Anticipates needs and addresses issues early

• Attention to Detail: Maintains high standards across office property and documentation

• Maturity & Executive Presence: Calm composed and able to operate independently

• Coordination Skills: Manages multiple stakeholders seamlessly across geographies

• Problem-Solving: Resourceful and solution-oriented

Requirements

Core Skills & Competencies

• Excellent time-management skills with the ability to prioritise effectively across multiple responsibilities
• Strong organisational and coordination skills
• High attention to detail
• Ability to manage vendors track expenses and maintain operational discipline
• Strong communication skills (written and verbal)
• Proficiency in MS Office (Excel PowerPoint)
• Comfort with basic data handling and reporting

Candidate Profile

• Minimum 5 years of experience in: Office administration / coordination roles
• PA / EA roles supporting senior stakeholders
• Exposure to high-trust confidential environments (HNIs / family offices preferred)
• Demonstrated ability to manage vendors and operations independently
• Strong organisational and multitasking skills
• Demonstrated stability and longevity in prior roles

Additional Requirements

• Valid passport
• Clean UK driving licence and willingness to travel locally as required
• Eligibility to work in the UK
• Flexibility to provide support beyond core hours when required