Office Administration Lead

Harbor is a PE-backed, global professional services firm of ~1,000 strategists, technologists, and operational specialists. We partner with leading law firms, corporations, and law departments to deliver high-impact strategy, legal technology, operations, and intelligence solutions. As we continue to scale globally, we are seeking a highly capable, proactive, and commercially minded professional to serve as our Office Administration Lead for our UK regional offices. This role will be based in London. 

This role is ideal for someone who thrives in a fast-paced, high-growth environment and is equally comfortable owning operational execution. You will be responsible for ensuring our offices operate at a best-in-class standard. This is not a purely administrative role. It requires judgment, discretion, commercial awareness, and the ability to anticipate needs in a dynamic environment.  This works hybrid from our London, England office (4 days per week in office).

Key Responsibilities: 

Serve as the operational lead and administrative support for the UK regional offices ensuring a seamless and professional experience for employees, clients, and visitors. 

Office Operations & Facilities 

• Oversee day-to-day office operations to ensure a smooth, high-functioning workspace 
• Act as primary liaison with building management, landlords, and service providers 
• Manage office vendors, maintenance, and facilities matters 
• Ensure compliance with UK workplace standards and health & safety requirements 
• Maintain oversight of supplies, equipment, and office needs 

Workplace Experience 

• Act as the first point of contact for guests and clients, ensuring a professional and welcoming environment 
• Oversee room bookings, shared spaces, and office logistics 
• Coordinate in-office events, leadership meetings, and high-traffic days 
• Support planning and execution of employee engagement and social events 
• Continuously improve the office environment and employee experience 

Operational Coordination 

• Partner with Talent, IT, Finance, and Operations teams to support onboarding, offboarding, and general office needs 
• Redirect invoices and correspondence appropriately 
• Support internal communications relating to office matters 
• Provide ad hoc administrative support to UK-based leaders and teams, such as preparing documents or meeting materials based on business needs 
• Assist with expense submissions as needed 
• Identify process improvements and implement scalable solutions as the company grows 

Experience & Qualifications: 

Skills & Attributes 

• Highly organised with exceptional attention to detail 
• Proactive self-starter who anticipates needs rather than reacts to them 
• Strategic thinker with strong execution capability 
• Excellent written and verbal communication skills 
• Strong interpersonal skills and executive presence 
• Calm under pressure and able to manage competing priorities 
• Comfortable operating independently while partnering cross-functionally 

Desirable 

• Experience in a PE-backed or scaling organisation 
• Knowledge of UK Health & Safety requirements (First Aid certification beneficial) 

Requirements: 

• Based in the London office 4 days per week 
• Standard working hours: 8:30am – 5:30pm  
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams) 
• Experience in a similar office administration, facilities, operations, or executive support role