Senior Office Administrator

ITT is a leading manufacturer of critical components for harsh environments that serves fast-growing end markets in flow, aerospace and defense, energy and transportation. Building on our heritage of innovation, we partner with our customers to deliver solutions to the key industries that underpin our modern way of life.Headquartered in Stamford, CT, we have more than 11,700 employees globally with operations in ~40 countries and sales in more than 125. At our core is our engineering DNA, with 1,280+ engineers, 1,700+ active global patents and ~51 manufacturing locations.

Our businesses are organized in three distinct segments, each based around our core engineering DNA: 

In this role, you will be the first point of contact and host for both external and internal visitors. Working closely with Sales, Finance & HR Teams, you will be responsible for a wide range of activities and events, alongside ensuring the office runs smoothly and at a high standard. 

The Senior Office Administrator will be responsible for ensuring the smooth and efficient operation of the office environment. This role involves managing day-to-day office activities, coordinating with vendors and service providers, overseeing health and safety compliance, and supporting internal teams with facilities-related needs. The Senior Office Administrator will act as the primary point of contact for office operations & local employees, ensuring a productive and safe workplace. 

 We are seeking a proactive candidate who is an energetic team player, well-organised and flexible.  The successful candidate will be required to be present in the office five days a week, to ensure smooth daily operations. 

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• Oversee the daily functioning of the office, ensuring a clean, organised, and well-maintained environment. 

• Manage office supplies inventory and place orders as needed. 

• Coordinate office moves, seating arrangements, and workspace allocation. 

• Mail & Courier support 

• Initiate and validate the files of monthly Payment cycles 

• Prepare and submit all invoices signed, and supervise the payment runs, obtaining the proper approvals, as per ITT’s policies 

• Support external accounting firms during the month end closing to issue monthly reports  

• Ensure all official declaration and all administrative requests are align with Government notifications 

• Enhance controls and checks after the execution date of each payment run 

• Implement the Vendor Registration Process, reviewing and checking the vendor bank details, conducting banking validation checklist for the completion of the ITT Finance process. 

• Ensure Security at Work is a top priority for all ITT employees by avoiding any incident or any injury  

• Support preparation of Monthly Payroll and HR benefits.  

• Support HR to complete all processes related to employees' agreements and all others HR documents. 

• Follow the HR processes of recruiting or exiting employee(s). 

• Ensure the day-to-day management: preparation of declarations to social organizations, employment contracts; administrative follow-up of personnel files (contracts, leaves); updates of administrative and social procedures. 

• Close support to EMEA HR Manager 

• Participate and development of any new Ad Hoc HR Projects 

• Serve as the main liaison with external vendors and service providers (e.g., cleaning, maintenance, insurance, catering, security). 

• Negotiate contracts and monitor vendor performance to ensure quality and cost-effectiveness. 

• Process purchase orders and invoices through internal systems; track and reconcile office-related expenses. 

• Ensure compliance with health and safety regulations and company policies. 

• Conduct regular safety checks and maintain records of inspections. 

• Organize fire drills, first aid training, and maintain emergency procedures. 

• Coordinate maintenance and repair of office equipment and facilities. 

• Manage access control systems, security badges, and visitor protocols. 

• Act as the first point of contact for office-related queries and issues. 

• Support onboarding of new employees by preparing workstations in collaboration with IT, and office orientation. 

• Support the process of handling IT Equipment & Mobile Phones, in cooperation to IT Support Teams 

• Support for travel & accommodation for Employees. Report and resolve any issues regarding employee travel expenses 

• Develop and implement office policies and procedures to improve efficiency. 

• Identify opportunities for cost savings and operational enhancements. 

• Other Duties 

• Assist with organizing company events and meetings as needed. 

• Perform other projects or assignments related to office management. 

• Bachelor’s degree or equivalent experience in office administration or facilities management. 

• 3–5 years of experience in office management or coordination within a fast-paced environment. 

• Strong organizational and multitasking skills; ability to prioritise and meet deadlines. 

• Excellent communication and interpersonal skills; able to work effectively with internal teams and external vendors. 

• Knowledge of health and safety regulations and best practices. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software. 

• Experience with procurement and vendor management processes. 

• Ability to handle confidential information with discretion. 

• Proficient in English (written and verbal) 

• Reliability & Integrity: Takes ownership of responsibilities and delivers on commitments. 

• Problem-Solving: Makes timely decisions and offers practical solutions. 

• Adaptability: Adjusts easily to changing priorities and new processes. 

• Collaboration: Works well with others and fosters a positive office environment. 

• Continuous Improvement: Seeks opportunities to enhance office operations and efficiency.