Office Administrator – Facilities, Reception & Lab Support
Role Overview
The Office Administrator provides day-to-day administrative and front desk support to ensure smooth office and lab-adjacent operations. This role supports reception coverage, visitor management, meeting and in-house event coordination, mailroom/courier handling, office supplies, and cleanroom gowning logistics. The contractor works closely with internal stakeholders and service partners (Facilities/Workplace Services, Security, EHS, and vendors) and follows site procedures, escalating exceptions promptly to maintain a professional workplace experience and compliance.
Key Responsibilities
Reception, Phone Coverage & Visitor Management
- Provide scheduled front desk coverage; welcome and guide visitors, employees and vendors; respond to enquiries and direct them to the appropriate contacts.
- Coordinate end-to-end visitor management (pre-registration where required, check-in/registration, badging/escort requirements per site process) and maintain accurate visitor logs and the monthly contractor list.
- Maintain a clean, organized reception area and key meeting spaces; raise facilities issues via the agreed channel/ticketing process and follow up to closure.
- Answer and route incoming calls; take messages and follow up or redirect enquiries as needed.
Meetings, In-house Events & Executive Logistics
- Support meetings and in-house events end-to-end (room set-up/reset, basic AV readiness checks, refreshments/catering, registration where needed, and delivery/collection of event items), using simple checklists to ensure readiness.
- Coordinate restaurant/venue options and reservations for visitors and leaders (capacity, dietary needs, proximity, cancellation terms) and route any budget exceptions to the requestor for approval.
- Coordinate event orders and deliveries with basic tracking and cut-off times; proactively flag risks (late delivery, missing items, AV issues) and escalate as appropriate.
Travel, Transport & Expense Support (as assigned)
- Coordinate local transport and airport transfers for executives/visitors, confirming pickup details (time, location, contact) and escalating issues or changes promptly.
- Support travel arrangements and expense claim submissions for assigned leaders per policy; ensure receipts/approvals are complete and escalate exceptions to the requestor/finance.
Workplace Operations: Facilities, Mailroom & Supplies
- Support day-to-day workplace readiness by logging and following up on facilities/service requests with Facilities/Workplace Services and vendors until closure; maintain essential pantry/office supplies as assigned.
- Receive, log and distribute mail and parcels; arrange outgoing couriers and maintain basic tracking/documentation. Use secure handling for sensitive deliveries and escalate discrepancies immediately.
- Maintain stationery and office supplies inventory (track usage, reorder, and keep storage organized). Support workstation/seat allocations and simple trackers/documentation in coordination with Workplace Services.
Cleanroom Gowning Support
- Issue and collect cleanroom suits/garments per site gowning rules; coordinate laundry/turnaround on an agreed cadence to support operational needs.
- Track basic inventory (sizes/condition) and highlight shortages or damaged items; escalate process deviations or safety concerns to Lab Ops/EHS promptly.
Role Interfaces
- This role partners closely with Facilities / Workplace Services, Lab and Cleanroom Operations, Security and EHS, and leadership stakeholders. Key interfaces include access/badging and visitor compliance (Security), safety and gowning process adherence (EHS/Lab Ops), and external vendors (catering, restaurants/venues, transport providers, laundry services, couriers) with clear escalation paths for service failures or compliance risks.
What Success Looks Like in 6 Months
- Front desk is consistently staffed per schedule, with visitor check-in completed within a defined SLA and exceptions escalated correctly.
- Meetings/events meet readiness standards (room, AV, catering) with a low incident rate and clear post-event closeout within the same day.
- Restaurant/venue requests are fulfilled within agreed turnaround times, with options that meet constraints (capacity, dietaries, budget) and minimal rework.
- Executive/visitor transport runs reliably with confirmed pickups and accurate details (time, location, contact), and issues are proactively managed with contingencies.
- Workplace service requests are logged and tracked to closure with clear ownership, and recurring issues are identified and reduced through vendor follow-up.
- Cleanroom gown availability stays above minimum thresholds, laundry turnaround meets cadence, and any deviations are escalated before impacting lab operations.
- Leaders and lab teams receive timely, predictable updates and can rely on this role to resolve routine operations independently while escalating only true exceptions.
Requirements
- 1–2 years experience in office administration, reception, facilities or workplace support in a corporate environment.
- - Experience supporting visitors, meetings/events and day-to-day office operations; comfortable coordinating with multiple stakeholders and vendors.
- Proficiency in Microsoft Office applications (Outlook, Excel, Word, PowerPoint).
- Strong communication skills; professional and confident when interacting with visitors, vendors, and senior stakeholders.
- Service-oriented and detail-focused with good follow-through; able to manage varied tasks, handle confidential information discreetly, and remain calm in a fast-paced environment.
Additional Information
- Contractor role; on-site.
- May provide additional reception/front desk coverage during peak periods, lunch breaks, or colleague leave, based on the agreed schedule and handover plan.
- Must adhere to workplace safety, security, and data privacy requirements, and follow site procedures when handling visitors, access, and confidential information.
