Office Manager/Executive Assistant

• Respect for the planet
• Respect for our customers
• Respect for each other

• 80% Office Manager Running the office day-to-day, VIP guest experience, facilities, suppliers, health & safety, culture, events and CSR – being present and making Gentrack a great place to come to work.
• 20% Executive Assistant Supporting our leaders from time to time with diary and travel coordination, meetings, document preparation and confidential administrative support – flexing up when the business needs it.

Your Key Responsibilities

• Be a consistent, friendly presence in the office – the go-to person who helps our people and our workplace run at their best every day.
• Manage the daily functions of your local assigned office(s).
  Deal with all correspondence and answer general enquiries over email, ensuring telephone coverage during business hours.
• Provide guides to enable our people to connect globally, including guidance on how to manage their hotel and travel bookings.
• Proactively maintain office equipment and supplies such as kitchen and stationery items so the office always feels ready and well cared for.

• Meet and greet clients and visitors – welcoming, registering and directing them appropriately and providing a high-end, seamless VIP experience.
• Manage the full guest journey, from registration with building security, to ensuring meeting requirements are pre-arranged, to a smooth departure from our offices.

• Proactively manage all facilities and maintenance issues or requests, coordinating with building management or external suppliers to resolve any issues quickly.
• Proactively manage suppliers, including reviewing prices and rates to ensure we have the best value for money and the best service.
• Proactively source and promote preferred suppliers in the region in respect to the travel policy.
• Own facilities budgeting for the office, tracking spend and finding smart, sustainable efficiencies.

• Ensure the office emergency plan and Health and Safety regulations are adhered to and kept up to date.
• Champion a safe, comfortable and compliant working environment for everyone on-site and for our visitors.

• Play an active role in making Gentrack a great place to come to work – bringing energy, warmth and a sense of occasion to the office.
• Ensure corporate responsibility initiatives in line with our Respect for the planet value are incorporated into the office, such as reducing waste.
• In partnership with the relevant social committees, coordinate team events and office celebrations that support our diversity and inclusion strategy.
• Coordinate the purchasing and management of lunches and events relating to customers, quarterlies and Board / Investor meetings – in partnership with the Team EA – including quarterly company meetings, Christmas events and board meetings.

• Provide diary and calendar support – scheduling and coordinating meetings, resolving clashes and protecting leaders’ time.
• Coordinate domestic and international travel, accommodation and itineraries, in line with the travel policy.
• Organise and prepare for leadership and stakeholder meetings – agendas, papers, logistics, catering and follow-up actions.
• Prepare, format and proof documents, presentations and correspondence to a high standard.
• Support the preparation and smooth running of quarterly company meetings, Board and Investor meetings, working closely with the Team EA.
• Handle expenses, purchase orders and basic administrative tasks on behalf of the leaders you support.
• Act as a trusted point of contact, handling sensitive and confidential information with the highest levels of professionalism and discretion.
• Partner effectively with the EAs, ICT, Marketing and the PX teams and their key stakeholders when necessary and as directed.

What We’re Looking For:

• A proven background in office management, facilities, secretarial or property management – ideally with some executive/administrative support experience.
• Strong organisation, time management and prioritisation skills, with the ability to handle a complex, varied workload.
• Confident Microsoft suite skills – Word, Excel and Outlook.
• Experience in facilities management and budgeting, plus operational and property management skills.
• Procurement and negotiation skills, with experience dealing with varied stakeholders including suppliers and third-party contractors.
• Experience providing diary, travel and meeting coordination support is a strong advantage.

• People-first and genuinely energised by being present in the office and helping to make it a great place to come to work.
• Warm, approachable and service-minded – you love creating a welcoming VIP experience for colleagues and guests alike.
• A natural relationship-builder with strong interpersonal and networking skills, able to lead, motivate and partner with others.
• Able to maintain the highest levels of confidentiality and professionalism when dealing with sensitive information.
• Confident in your decision making, with initiative and a problem-solving aptitude.
• Energised by a challenging role within a complex, fast-paced environment.
• Takes immense pride in their work, demonstrating accuracy and excellent attention to detail.