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