Office Administrator

COMPANY OVERVIEW

ThreatLocker® is a leader in endpoint protection technologies, providing enterprise-level cybersecurity tools to improve the security of servers and endpoints. The ThreatLocker® platform with Application Allowlisting, Ringfencing™, Storage Control, Elevation Control, Endpoint Network Control, Configuration Management, and Operational Alert solutions are leading the cybersecurity market toward a more secure approach of blocking the exploits of application vulnerabilities.

POSITION OVERVIEW

ThreatLocker’s Office Assistant will support the organization and optimization of general office administration.

Event Support

• Liaise with event planning team and local team leads to schedule trade show attendees and track/update associated data in relevant systems.
• Provide support in organizing and coordinating office events and meetings.
• Assist in scheduling appointments, meetings and maintaining office calendars.

Travel Management

• Co-ordinate and book travel itineraries for all EMEA employees.
• Mange all itinerary change requests, cancellations and refunds where necessary.
• Maintain accurate travel records and invoices and ensure information is kept up to date in relevant systems.

Inventory Management

• Manage & track inventory levels for swag, merchandise and trade show materials, replenishing when necessary.
• Co-ordinate and prepare trade show Go-Bags, ensuring provision of essential materials.

Local IT Support

• Support VP with monitoring of local IT supplies and IT peripherals. Ordering and replacing when required.
• Assist with basic technology related tasks, such as troubleshooting minor office equipment issues and day to day maintenance of key equipment – printer, scanner etc.

Accounts Receivable/Payable Support

• Maintain accurate records of all relevant invoices and accounts receivable.
• Raise POs and set up New Vendors in Accounting system when required.
• Consistently follow company policies and processes with Accounts payable to ensure accurate and transparent record keeping.
• Support central Finance team with AP/AR queries when required.

Liaise with relevant Vendors/Contractors

• Main point of contact for liaising with third parties and contractors such as Cleaners, Maintenance, Building Owners, Security System Providers etc.

Canteen Management

• Monitoring and ordering all canteen supplies - dairy, fruit, coffee, snacks, beverages etc.
• Day-to-day replenishing of canteen supplies.
• Responsible for upkeep and maintenance of key equipment – coffee machine, water fountain etc.

Day-to-Day Upkeep of Office

• Responsible for day-to-day upkeep of office and canteen ensuring areas are orderly and tidy.
• Monitor and replenish office supplies ensuring sufficient stock levels for day-to-day operations.

Employee Relations Onboarding/Offboarding support

• Support management and internal Talent Acquisition team when necessary, with interview scheduling and correspondence.
• Support management with new hire onboarding process ensuring all relevant equipment and supplies are in place, peripherals, phones, access fobs etc.
• Support management with employee offboarding process ensuring all relevant equipment and supplies are accounted for and deactivated where necessary.
• Tracking employee milestones ensuring key anniversaries are recognised as per company policies.

Post & Shipping

• Manage incoming and outgoing mail and shipments. Maintaining accurate records and forwarding to relevant personnel.

Reception

• Greet and assist visitors, ensuring a positive and professional experience.
• Manage incoming calls, emails and inquiries, directing them to the appropriate personnel.

Administrative Support

• Assist with general administrative tasks such as data entry, filing and document management.
• Maintain accurate and organized records, including employee records, invoices and other relevant documents.

Ad Hoc Tasks

• Undertake additional tasks and projects as required, adapting to the evolving needs of the office.

WORKING CONDITIONS

The duties described below are representative of those encountered while performing the essential functions of this position. If necessary, reasonable accommodation may be requested and will be evaluated for its relationship to the essential functions that must be performed.

• Job will generally be performed in an office environment but may require travel to visit company offices and/or property locations.
• While performing duties of this job, would occasionally require to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects and tools.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus.