Office Administrator

Available in:

Reception Services

  • Provide a professional and friendly Reception service
  • Maintain a clean and tidy reception area
  • Meet and greet all visitors, including Contractors; notify relevant staff of their arrival
  • Field telephone calls and messages efficiently and professionally

Facilities Services

  • Understand and follow Emergency procedures including maintaining the Emergency Pack
  • Point of contact for property/facilities/office matters, liaising with Head Office
  • Ensure cost effective suppliers are sourced for various office needs, and raise POs for invoicing
  • Coordinate the repair and maintenance of office equipment as required (in conjunction with Systems and/or Facilities) 
  • Point of contact between Kainos and Office owner/Facility Manager
  • Ensure the office projects a positive image at all times, liaising with office cleaning staff if necessary
  • Management of security pass access control for staff members, visitors and contractors and responsible for completing regular audits
  • Support the Facilities Management team with property needs in the office

Administration Services

  • Administrative support, including but not exclusive to: couriers, off-site meeting rooms, on-site meeting rooms, collecting and distribution of incoming mail, processing outgoing mail, processing packages and faxes, petty cash management
  • Maintain an adequate inventory of office supplies including but not exclusive to printers, stationary, cereal, fruit etc
  • Ensure meeting rooms are maintained and presented in a professional manner
  • Provide hospitality services as requested including set up and recovery of soiled dishes
  • Managing Senior Staff diaries/availability/arranging meetings
  • PMO Duties
  • Printing for senior staff, replacing toners and ordering toner stock

General Services

  • Support travel department as requested, at peak periods or coverage of holidays, and proactively offer assistance when capacity allows
  • Contributes to the organisation and coordination of office events as part of the Social and Charity Committee
  • Cooperate with recruitment department in the organization of onboarding, recruitment events (job fairs, interviews)
  • Point of contact for Health & Safety for the office, including evacuations and first aid

Required Experience:

  • Will ideally have experience in reception/administrative role
  • Good knowledge of Microsoft Office applications (in particular Word and Excel)
  • Good customer service skills
  • Diligent in coordination and maintenance of all records
  • Self-starter, able to work on own initiative with minimal supervision
  • Ability to communicate effectively at all levels, both orally and written
  • Good team player capable of delivering results in less than perfect circumstances
  • Ability to prioritise
  • Attention to detail


  • Proactive, Efficient & Punctual
  • Positive “can do” attitude towards the challenges facing the facilities team
  • Motivated and enthusiastic
  • Responsible, logical and thorough
  • Highly Flexible (including willingness to work additional flexible hours as required)
  • Amicable and approachable with a mature non-confrontational style
  • Ability to do manual work including lifting

We’re an inclusive bunch at Kainos and we believe in equal opportunity. We welcome applications from all walks of life, including those with criminal records. Everyone who is offered a position here undergoes a background check, however no one is treated differently due to their background where it isn’t relevant to the role. It’s important to note – failure to reveal information which is relevant to the position sought, could result in us having to withdraw the conditional offer of employment.

In short: Having a criminal record will not exclude you from a career with Kainos. This depends entirely on the nature and requirements of the position, together with the circumstances and background of offences.