Office Administrator

Role Purpose

The Office Administrator supports the day-to-day operational delivery of Gartner's Workplace Experience by ensuring the office remains safe, functional, efficient, and ready for associates, clients and visitors. As the face of Gartner and a central point of contact for workplace requirements, the Office Administrator coordinates front-of-house services, workplace operations, vendor activities, office readiness, inventory, meeting support and facilities administration.

What You Will Need

• Experience in workplace operations, facilities coordination, office administration, reception or office coordination is preferred.
• Experience in hotels, restaurants, airlines or other customer-facing hospitality environments is highly advantageous.
• Strong spoken and written communication skills, with the ability to interact effectively with people at all levels.
• Tech savvy and proficiency in Microsoft suites.
• Strong organizational, interpersonal and problem-solving skills, with high attention to detail.
• Ability to manage multiple priorities, tasks and work independently with minimal direction in a fast-paced environment.
• Ability to work additional hours when operationally required.

What You Will Do

Workplace and Office Operations

• Support daily office operations and conduct routine workplace inspections using established procedures, manuals and checklists.
• Inspect, record, escalate and follow through on cleaning, repair, maintenance and workplace presentation issues until resolution.
• Coordinate new-hire onboarding and associate departures, including inductions, welcome kits, locker allocation and building access cards, as applicable.
• Support workstation moves, office changes, business continuity activities and the consistent application of workplace standards.
• Process business cards, staff name tags and other office print requests.
• Understand the operation and basic care requirements of office equipment, including coffee machines, dishwashers, microwaves, refrigerators and similar appliances.

Vendor and Facilities Coordination

• Coordinate maintenance activities with vendors, service providers and building management, including raising and monitoring service tickets where applicable.
• Monitor vendor performance and support the effective delivery of contracted workplace services.
• Process purchase requests and supplier invoices in Coupa accurately and within required timelines.
• Process and coordinate courier, mail, delivery and related logistics requests.

Hospitality and Office Services

• Coordinate hospitality requests, including catering, events, meeting-room setups and office activities.
• Maintain meeting rooms and ensure they are refreshed and ready after each use, including resetting furniture and identifying cleaning or maintenance needs.
• Support the daily readiness and cleanliness of kitchen and pantry areas and equipment.
• Conduct office-supplies audits and manage the efficient purchasing, storage, restocking and inventory control of office, pantry and consumable supplies.

Associate Experience and Service Delivery

• Respond to workplace requests and provide practical support for associates day-to-day office activities and use of facilities.
• Guide associates in the use of Gartner workplace technologies, office-space platforms and security systems.
• Operate as a one-stop point of coordination for front-of-house requirements from associates and guests.

Guest/Client/Visitor Experience

• Welcome clients, visitors and associates in a professional manner, understand their requirements, provide general information and connect them with the appropriate Gartner contact.
• Answer front-of-house enquiries clearly, positively and professionally, ensuring a high standard of customer care.
• Ensure visitors and associates follow the visitor management, office access and security requirements.
• Act as the central communication link between associates, visitors and the Global Real Estate team for workplace and front-of-house requirements.
• Maintain front-of-house and common areas so they remain clean, functional, safe and guest-ready at all times.

Administration, Reporting and Continuous Improvement

• Maintain accurate workplace documentation, operational records, checklists and service information.
• Produce operational reports and provide updates on workplace issues, service performance and required actions.
• Support continuous-improvement initiatives that strengthen service quality, efficiency and workplace experience.
• Maintain confidentiality and exercise a high level of integrity when handling documents and information.

Teamwork and Stakeholder Coordination

• Work closely with the Global Real Estate team to support the effective delivery of workplace and front-of-house services.
• Provide backup support within the staffing structure and, where appropriately trained and authorised, cover relevant duties of another team member during absence or sickness to maintain service continuity.
• Build effective working relationships with associates, clients, visitors, building management, vendors and internal teams to achieve the objectives of the role.

Health, Safety and Compliance

• Conduct routine safety inspections, report incidents and escalate hazards or compliance concerns in accordance with applicable procedures.
• Maintain first-aid supplies and support workplace emergency-readiness requirements.
• Serve as a First Aid Officer and/or Fire Warden subject to completion of required training and formal appointments.
• Maintain an appropriate number of trained First Aid Officer and Fire Warden volunteers in the office