Office Administrator

Office Administrator, Europe (French Speaking)

Location: Stone, Staffordshire (In Office, remote coverage for Le Pecq)

Status: Permanent, Full Time

Package: Competitive Salary, Flexible Working, Development & Opportunity (Personal & Technical), Private Medical (Optical & Dental options), Matching Contributory Pension, 25 Days Leave + Public Holidays + Buy and Sell Scheme, Life Insurance, Referral Scheme, Employee Assistance Program, Benefits Hub.

Why are we hiring an Office Administrator?

This role plays a vital part in fostering an organized, functional, and welcoming workplace for all employees. The Office Administrator will work very closely with our IS, Finance and our People & Culture Departments.

The Office Administrator is responsible for ensuring the smooth and efficient operation of office facilities while maintaining a safe and compliant work environment. Key duties include managing office supplies, coordinating maintenance and vendor services, supporting health and safety compliance, and assisting with administrative tasks.

Who’s Instem?

Well, we’re a global provider of bespoke industry-leading software solutions and services, which facilitate the pre-clinical, and clinical phases of the drug discovery process. We have over fifteen products in our portfolio, used by over 700 pharmaceutical clients (including all the top 20!)

What’s the culture/environment like? For a global business of over 300 staff, we very much have a family feel. You’ll be part of a friendly, communal, solution based, flexible environment, where you’ll feel empowered, valued and accountable. We’ll invest in you as a person and encourage you to take part in companywide workshops for wellbeing, mental health, critical conversations, and strengths.

What are you responsible for?

Office Facilities Management

• Manage office supplies inventory and ensure replenishment as needed.
• Management and maintenance of fire Alarm, burglar Alarm, door access system and Key holders for the office.
• Coordinate the maintenance and repair of office equipment and infrastructure, including AC, IT equipment in coordination with IS, and furniture in coordination with Finance.
• Monitor and negotiate more favourable rates with electricity and water providers to optimize utility costs.
• Serve as the primary point of contact for office service providers, such as cleaning, security, and catering vendors.
• Oversee office layout optimization to ensure effective space utilization.
• Assist in planning and implementing office moves or renovations.
• Monitor and manage office expenses to stay within the allocated budget across the group.
• Collaborate with Finance to support the closure of other offices, including Cambridge, Manchester, and Basel.

Health And Safety Compliance

• Collaborate with P&C to maintain workplace health and safety policies.
• Conduct regular health and safety inspections to identify and mitigate potential risks in coordination with third parties.
• Coordinate employee training on health and safety protocols, including emergency procedures and first aid in coordination with P&C.
• Maintain accurate records of safety incidents, risk assessments, and corrective actions.
• Act as a point of contact for emergency response coordination.

Administrative Support

• Handle correspondence, mail distribution, and scheduling of meetings.
• Assist with the organization of internal events in Stone & Le Pecq, including logistics and vendor management.
• Assist in coordinating and booking travel arrangements for employees traveling to/from the Stone & Le Pecq Office.
• Assist UK management team with their expenses.
• Assist with the CEO schedule if required.
• Assist with any company secretarial duties that are needed by the legal/finance department.
• Adhoc duties as required from time to time.
• Adherence to the Company’s Quality Management System to ensure that all work is handled Securely, Professionally and Diligently.

Skills, Knowledge & Experience

• Proficiency in Microsoft Office Suite and familiarity with office management software.
• Experience within office administration, facilities management, or a similar role.
• Understanding of health and safety regulations and compliance requirements.
• French proficiency.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.