Office Co Ordinator J009

REFERENCE J009

We are seeking a highly organised, self‑driven Office Coordinator with proven experience in office coordination.  This role is ideal for someone who is naturally methodical, enjoys bringing order to complex or busy environments, and consistently maintains high standards of accuracy. The successful candidate will demonstrate exceptional attention to detail, anticipate needs ahead of time, and take ownership of maintaining an efficient, well‑run office environment. This is not an entry‑level position; we are seeking someone who brings confidence, initiative, and the ability to operate proactively from day one.

Key Tasks and Accountabilities:
Key tasks and accountabilities are intended to be a guide to the range and level of work expected of
the post holder. This is not an exhaustive list of all tasks that may fall to the post holder and
employees will be expected to carry out such other reasonable duties which may be required from
time to time.

• Provide a warm, professional welcome to visitors, manage incoming calls and enquiries, and
ensure reception and communal areas are consistently presented to a high standard.
• Office management and facilities coordination, ensuring the working environment is well
maintained, stocked, and operating efficiently.
• Provide finance-related administrative support, including setting up new suppliers, raising
purchase orders (POs), and processing invoices for payment.
• Coordinate internal meetings, including booking meeting rooms, preparing agendas,
arranging equipment or refreshments and taking accurate actions.
• Maintain accurate digital and physical filing systems, ensuring documents are stored securely
and in compliance with data protection and confidentiality requirements.
• Assisting with onboarding and offboarding staff, including managing equipment and access
requests.
• Draft and issue company-wide communications.
• Contribute to the continuous improvement of administrative processes and systems.
• Use AI tools and automation to improve workflow efficiency, reduce manual tasks, and
support smarter ways of working
• Undertake ad hoc tasks and projects as required by the Business and Executive Support
Manager.

PERSON SPECIFICATION
Essential Skill and Experience
• A minimum of three years’ experience in a similar office coordination or administrative role.
• Highly organised with a continuous‑improvement mindset, taking pride in developing,
maintaining, and refining effective administrative processes
• Excellent attention to detail and the ability to manage multiple priorities effectively.
• Effective problem-solving skills with a proactive, solution-focused approach to challenges and
the ability to anticipate needs and act before being asked.
• Exceptional interpersonal and communication skills, both written and verbal.
• Experience working independently and making informed decisions without close supervision.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Exposure to AI/automation tools to enhance administrative workflows.
• Collaborative team player who builds constructive relationships across the organisation.

If you are interested in applying for the role or know someone who might be, please submit your CV and a cover letter (2 sides of A4) expressing your interest and how you meet the requirements for this role.

Recruitment Closes: 12th May 2026 at 5pm