The Office Specialist ensures the smooth, efficient operation of the studio by providing day-to-day administrative, office, and reception support. This role acts as the first point of contact for employees, vendors, and guests, while also contributing to internal communication, office procedures, and cross-departmental coordination. The Office Specialist works closely with the Administration Lead and other teams to maintain a professional, well-functioning workplace environment.
Key responsibilities:
Office & Reception Operations:
- Act as a front-facing representative of the studio, providing professional reception support to employees, visitors, and business guests.
- Manage daily office operations, including supplies, cleanliness checks, reporting faults to vendors/landlord, and ensuring a neat and functional workspace.
- Handle incoming and outgoing mail and parcels: receiving, sorting, distributing, and coordinating shipments across Europe.
- Prepare workstations and materials for new hires, including welcome packs and onboarding documentation.
- Manage meeting room calendars, prepare rooms for meetings, and support coffee breaks or on-site arrangements when required.
- Maintain office shared resources such as parking lists, games/books library, and internal small procedures (e.g., office dog guidelines, rentals).
Administrative Support:
- Serve as the first point of contact for administrative enquiries from studio employees, helping resolve day-to-day matters and escalating when needed.
- Support documentation flow, archiving, contract monitoring, and maintaining administrative procedures and guidelines.
- Prepare summaries, internal announcements, and updates for internal communication channels.
- Assist with describing and processing administration-related invoices and preparing purchase orders.
- Research, onboard, and coordinate cooperation with office suppliers and service providers.
Onboarding & Employee Support:
- Coordinate selected onboarding and offboarding tasks (workstation prep, materials, courier shipments, documentation, equipment coordination with IT).
- Provide on-site support for traveling employees and guests (taxi bookings, catering, logistics).
Travel Coordination:
- Manage basic travel logistics for employees (transportation, accommodation) when required.
- Support visiting guests and employees with on-site travel arrangements.
Vendor & Facility Coordination:
- Coordinate cooperation with courier companies, maintenance vendors, and building services.
- Support workspace improvements, small repairs, and coordination of equipment upgrades or minor office changes.
Cross-departmental Collaboration:
- Work closely with the Administration Lead to support broader administrative operations and ensure alignment across departments.
- Provide general administrative support for HR, Finance, and Operations when needed.