At Ontic, we’re proud of the people who keep our sites running smoothly and create an environment where teams can do their best work.
We’re looking for an organised, proactive and people-focused PA & Office Manager to support our Site General Manager, Regional SVP and wider leadership team, while taking ownership of the day-to-day coordination of our office.
This is a varied and highly visible role where no two days are quite the same. You’ll be at the heart of the site, bringing people, information and resources together, helping to create a welcoming workplace and ensuring our leaders and teams have the support they need to succeed.
What you’ll be doing
Executive and leadership support
- Provide comprehensive PA support to the Site General Manager, including diary and inbox management, travel bookings, calendar coordination and general administrative support.
- Support meetings by coordinating rooms, Teams calls, catering and refreshments, and welcoming visitors.
- Provide administrative support to the Site and Regional Leadership Teams based at the site.
- Provide PA support to the Regional SVP, including diary management, meeting coordination, travel arrangements, expense management and the organisation of regional leadership meetings and events.
- Coordinate Site Leadership meetings, both on-site and off-site, including venue bookings, invitations, communications and catering.
Office management
- Help create and maintain a welcoming, organised and effective working environment.
- Manage office supplies and stationery, maintaining appropriate stock levels and keeping stationery areas organised.
- Oversee meeting rooms, ensuring they are well presented and refreshments are stocked.
- Manage the relevant Amazon Business account and cost centre.
- Coordinate the purchase and organisation of employee incentives, prizes, raffles and recognition gifts.
- Support the receipt and distribution of incoming post and deliveries alongside the Facilities team.
- Ensure visitors are directed appropriately and arrange security passes where required.
- Manage office-wide communications, ensuring colleagues receive clear and timely information through the most appropriate channels.
Travel and site support
- Act as a Travel Administrator, supporting colleagues with setting up travel accounts, troubleshooting issues and assisting with flights, ticketing and hotel reservations.
- Support the administration of pool cars, ensuring drivers are correctly registered on the Enterprise app and have access to suitable vehicles.
- Travel between Ontic sites when required.
Events and employee experience
- Coordinate and support employee events, including establishing and chairing planning committees for activities such as summer and Christmas events.
- Work closely with HR to coordinate initiatives including Coffee Chats, New Starter Lunches and New Starter Packs.
- Coordinate the creation and distribution of Long Service Awards.
- Support monthly All Hands meetings, including monitoring questions submitted through the All Hands inbox, managing invitations and updates, and arranging refreshments.
- Represent the site as part of the Corporate Responsibility (CR) team and support related activities and events.
- Respond to employee and management queries in a professional and timely manner.
- Support other reasonable activities in line with the responsibilities of the role.
Who you’ll work with
You’ll build strong relationships across the organisation, working closely with:
- The Site General Manager and Site Directors
- Regional and Senior Leadership Teams
- Site Leadership Teams
- HR and Facilities
- Employees across the site
- External suppliers, including providers of office supplies, hotels and travel services
About you
You’ll be someone who enjoys bringing structure to a busy environment, takes pride in creating a positive employee experience and is comfortable working with colleagues at every level of an organisation.
Ideally, you’ll bring:
- Around 3–5 years’ experience in an administrative, PA, business support or office management role.
- A qualification in business administration, communications or a related discipline, or equivalent practical experience.
- Exceptional attention to detail and a proactive, can-do approach.
- Strong organisational and time-management skills, with the ability to manage multiple priorities.
- Experience coordinating and delivering meetings and events.
- Excellent communication and interpersonal skills.
- Strong problem-solving and analytical abilities.
- The confidence to work independently, take ownership and use your initiative.
- Strong Microsoft Office skills, including Excel.
- Experience using SAP Concur would be advantageous.
We are a fast-paced business with ambitious growth plans; so if you are dedicated, enthusiastic and always seeking ways to improve, you'll enjoy a career with us!
