Health & Safety and Office Administrator

Job Overview

The Health & Safety and Office Administrator is responsible for the coordination and administration of health and safety activities across all EXA locations, alongside providing office administration support for the London headquarters.

The role ensures that health and safety documentation, records, and compliance activities are maintained in line with company policies and applicable regulatory requirements. It supports the delivery of EXA’s Health & Safety framework and does not hold formal responsibility for statutory H&S sign-off or technical certification.

In addition, the role supports the efficient day‑to‑day operation of the London office through the provision of consistent and effective administrative services.

• Maintain and support the effective operation of health and safety processes, including the management of records, documentation, and policies
• Liaise with local office representatives to ensure consistent health and safety standards are implemented across all locations
• Ensure emergency procedures, fire safety measures, and first aid provisions are in place and regularly reviewed
• Support the completion and regular review of risk assessments, ensuring they remain current and compliant
• Record and monitor incidents, accidents, and near misses, ensuring appropriate logging, follow‑up, and support for investigations where required
• Assist with internal audits and compliance reviews
• Coordinate health and safety training and maintain accurate training records
• Monitor adherence to company health and safety policies and procedures
• Act as a point of contact for health and safety matters, providing guidance and escalating issues where appropriate.

• Provide administrative support to designated members of the Executive Team, including diary management, travel coordination, and expense processing
• Manage incoming calls to the main company line, ensuring calls are directed appropriately and messages are recorded
• Administer the EXA signature inbox, ensuring documentation is processed, signed, and distributed in a timely manner
• Manage front‑of‑house responsibilities, acting as the first point of contact for visitors and ensuring a professional office environment
• Coordinate meeting rooms, including scheduling, setup, refreshments, and post‑meeting clearance
• Manage incoming and outgoing post, including arranging courier services
• Order and maintain office supplies, including stationery and refreshments
• Provide general administrative support, including raising purchase orders and resolving invoice queries
• Develop and maintain structured documentation and filing systems
• Maintain and regularly update the London HQ Office Management Guide

• Previous experience in an administrative or office support role
• Strong organisational and time management skills
• Experience or confidence managing health & safety processes
• Comfortable managing shared inboxes and coordinating actions
• Strong communication skills with the ability to interact professionally with visitors and stakeholders
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams)

• Proactive with a strong sense of ownership
• Detail‑oriented and highly organised
• Professional and approachable
• Confident communicator
• Adaptable in a fast‑paced, multi‑site environment