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

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Who are we?

At Gartner, Inc. (NYSE:IT), we guide the leaders who shape the world.

Our mission relies on expert analysis and bold ideas to deliver actionable, objective business and technology insights, helping enterprise leaders and their teams succeed with their mission-critical priorities.

Since our founding in 1979, we’ve grown to 20,000 associates globally who support over 13,000 client enterprises in ~90 countries and territories. We do important, interesting and substantive work that matters. That’s why we hire associates with the intellectual curiosity, energy and drive to want to make a difference. The bar is unapologetically high. So is the impact you can have here.

What makes Gartner a great place to work?

Our vast, virtually untapped market potential offers limitless opportunities – opportunities that may not even exist right now – for you to grow professionally and flourish personally. How far you go is driven by your passion and performance.

We hire remarkable people who collaborate and win as a team. Together, our singular, unifying goal is to deliver results for our clients.

Our teams are inclusive and composed of individuals from different geographies, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations.

We invest in great leaders who bring out the best in you and the company, enabling us to multiply our impact and results. This is why, year after year, we are recognized worldwide as a great place to work.

Gartner is the world authority on AI

At Gartner, you’ll join a company at the very center of the AI revolution. Gartner has proactive, objective guidance throughout clients’ AI journeys. We set the standard for how organizations leverage artificial intelligence to drive meaningful impact. You’ll have access to unmatched resources, expertise, and technology, and play a key role in helping Gartner and our clients innovate and grow as we leverage AI to transform business and technology landscapes.

It’s an exciting time to be at Gartner, with limitless opportunities to make a real impact, grow your skills, and build a lasting, meaningful career in a field that’s reshaping the way we operate. If you’re passionate about AI and want to be part of a team that’s guiding the leaders who shape the world, Gartner is the place for you.

What do we offer?

Gartner offers world-class benefits, highly competitive compensation and disproportionate rewards for top performers.

In our hybrid work environment, we provide the flexibility and support for you to thrive — working virtually when it's productive to do so and getting together with colleagues in a vibrant community that is purposeful, engaging and inspiring.

Ready to grow your career with Gartner? Join us.

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