Office Co-ordinator

Amazing creative organisation based near Kings Cross is looking is looking for an Office Co-ordinator to come on board and join growing team.  This is a busy, fast paced, dynamic company who liaise with and work with music makers around the world!

The Office Coordinator will offer support to the business across all departments and levels. From assisting the Global Office Manager on the smooth running of the London office on a day to day basis, to accommodating some of the more specific needs of teams based at the Edinburgh office and remote staff; no two days are likely to be the same. Based at the London HQ, the Office Coordinator will cover the reception area on the Ground Floor, welcoming visitors and guests. Though you will cover reception, HQ boasts 3 stories including two state of the art recording studios nearby, which will also need to be attended to. This is a fast paced environment, so the ability to think on your feet is a must and the ideal candidate will be confident in their ability to communicate with staff at all levels, along with external suppliers and clients in multiple formats. The Office Coordinator will take pride in their work to ensure a "world-class" experience for employees and visitors alike.

Qualities

• Flexible and can easily adapt to new requirements at short notice

• An interest in learning new skills

• A friendly, fun, approachable and self-aware demeanour; a polite, professional can-do attitude

• A hands-on, enthusiastic do-er

• Discretion

• Able to happily take instruction and use initiative

• A willingness to go above and beyond

• Strong observance, planning and organisational skills

• Attention to detail and impeccably tidy!

Duties:

• Work closely with the Global Office Manager to ensure the workspace is fit for purpose, running efficiently and is comfortable for all departments

• Conduct morning walk arounds before employees arrive to make sure the office is looking and functioning at its best

• Manage the Event Space diary and socials calendar alongside Global Office Manager

• Stock-take, order, manage and distribute supplies such as stationery and office equipment

• Ensure that the company directors, managers and their teams are kept refreshed with teas, coffees and water by conducting regular checks throughout the day

• Organise lunch orders on behalf of staff when required

• Ensure that communal areas such as the kitchen are tidy and presentable before and after lunch

• Setting up the office space for company meetings and events, operating the slide-show system, and ensuring remote staff can dial in

• Run errands outside of the office

• Ensure the kitchen is fully stocked, organising weekly grocery deliveries within budget

• Ensure internal post is collected and distributed daily, and that important post is promptly sent

• Manage the external storage facility to keep the office free of clutter

• Reception duties include warmly greeting guests with a refreshment, seating them and informing the person they’re meeting.

• Answering and screening telephone calls in a professional manner

• Management of the office security alarm system, keys and entry fobs

• Managing the internet and phone services used in the office

• Support the Global Office Manager with any booking requests, national and international travel, including trains, fights, accommodation, taxis and transportation on behalf of staff from various teams

• Assist the Global Office Manager with invoice and credit card reconciliation

• Other ad hoc and secretarial errands deemed as necessary by the Global Office Manager and/or senior staff

Skills

• A willingness to help; enthusiastic about helping and supporting the Spitfre team

• Computer literacy; profciency in Google Suite, Microsoft and/or Apple programmes

• Solutions driven; the ability to multitask and meet deadlines in a busy environment

• Great verbal and written communication skills

• Exceptional punctuality

• A willingness to go above and beyond

• A desire to strive for excellence and continuous improvement

• The ability to quickly and calmly adapt to changing circumstances

• Strong observance and listening skills

• Strong planning and organisational skills

• Attention to detail and impeccably tidy!

• The ability to perform under pressure and prioritise effectively

• Maintain strict confidentiality and integrity

• Great verbal and written communication skills

• Exceptional punctuality

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy. 

Bain and Gray specialise in PA and administration recruitment across London.  Typical roles include Receptionists, Team Assistants, Office Managers, PAs and EAs across all industry sectors. We are a boutique agency and therefore, are unable to respond individually to the high volume of applications. If you are already registered with Bain and Gray, please do not hesitate to contact your consultant directly.