Office Administrator, 12-month FTC

About Natixis Investment Managers

Our multi-affiliate approach connects you to the independent thinking and focused expertise of more than 15 active managers. Ranked among the world’s largest asset managers, we deliver a diverse range of solutions across asset classes, styles, and vehicles. We’re dedicated to advancing sustainable finance and developing innovative ESG products. We consult and partner with our clients, and continually evaluate markets and assumptions to ensure their strategy delivers on long-term goals.

At Natixis Investment Managers, we continuously work to create an environment that promotes diversity and inclusion in all its forms, across gender, race, religion, sexual orientation, disability, ethnicity and background. We believe this creates equal opportunities for our employees — and better outcomes for our clients and communities. We are committed to finding reasonable adjustments for candidates during our recruitment process. Please let us know if there are any changes we could make to the application process to make it easier and more comfortable for you at [email protected].

What are we looking for?

We are looking for an organised and personable person who will play a pivotal role in ensuring the smooth operation of our London office, in areas related to office administration and facilities. The successful candidate will be proactive, detail-oriented, and capable of representing the company with professionalism and clarity.

Who will I be working with?

Based at front of house, you will serve as the first point of contact for our clients, vendors and visitors. This role will report directly to the HR Director.

What will I be doing?

Front of House

• Answer calls through the switchboard and directing accordingly
• Meet and greet clients and guests
• Manage front of house meeting rooms, setting up refreshments as required, and preparing rooms for meetings
• Order catering for lunch meetings when required
• Distribute incoming post and coordinate outgoing post

Office Administration

• Establish strong relationships throughout the organisation, and become the point-person for all issues related to the daily operation of the London Office
• Manage vendor relationships. Continually evaluate the level of service provided by vendors and provide feedback. Seek out proposals from new providers as needed and work with management to negotiate contracts
• Assist the Finance team with the processing of vendor invoices for payment and liaise with third party accounting firm and finance team to facilitate timely payment of invoices
• Assist with the BCP plan for London office. Work with BCP team to keep all BCP documentation up to date, and to coordinate annual review and testing
• Assisting with travel queries where applicable, and coordinate with the Finance team on the global Travel and Entertainment Policy.
• Organise office gatherings and internal social events for the London team
• Managing access passes for the office. Issuing new passes for new joiners or contractors, reactivating expired passes, issuing passes to visitors overseas, reporting lost passes and keeping a log of all temporary access passes checked in and out.

Facilities

• Liaise with the landlord on all core build issues; air conditioning, security, access, evacuation and safety procedures etc.
• Build strong relationships with our cleaning contractor and our mechanical engineering provider to ensure the office environment, equipment and facilities are kept in good working order
• Order adhoc supplies as required, manage catering supplies for the office, milk, tea and coffee, stationary etc.
• Taking the lead on matters related to health and safety, training new joiners on fire evacuation procedures and the office Health and Safety Policy, and ensuring compliance with current health and safety legislation.
• Coordinate annual PAT testing for electrical appliances

What skills and qualifications are required for the role?

• Team player;
• Excellent communicator, both written and verbal;
• Eye for detail;
• Organised;
• Professional attitude, highly pro-active and self motivated.
• Fire Warden and First Aid trained (training courses will be provided if needed).

Benefits

Natixis Investment Managers’ employees can access a wide range of benefits which, depending on eligibility criteria, include:            

• 26 days of holiday entitlement per year (plus a day off on your birthday)
• Range of benefits to support your physical, psychological and financial wellbeing
• Employee Assistance Program, a robust behavioural health network with counselling and coaching services

How to Apply

Please send your CV and Cover Letter to [email protected]. 

Interviews will take place in early January. If your application is successful, you will receive an email from the HR team to invite you for an initial phone call. The interview process and corresponding preparation advice will be outlined during your initial call.

Other Information

Start-Date: February 2025

12-month Fixed Term Contract

Competitive Salary

Location: London (five days in the office per week)