Office Coordinator

Sinclair is looking for a highly organized Office Coordinator to join our team. In this role, you will be responsible for overseeing key administrative functions and ensuring smooth office operations that support our organizational objectives. You will manage travel bookings and compliance, provide logistical support to senior leadership, and ensure the efficient functioning of the office environment. Additionally, you will liaise with external vendors, manage office utilities, and maintain adherence to company policies and procedures. This role requires close collaboration with employees at all levels, including senior leadership, and working with the finance department to support procurement and invoicing processes. This is an exciting opportunity to make a meaningful impact on the efficiency and effectiveness of our operations.

Essential:

• Strong organizational and multitasking skills, with the ability to prioritize effectively.
• Excellent communication and interpersonal skills for collaborating with various internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and travel booking software.
• Experience managing travel governance, including policy compliance and budget monitoring.
• Ability to work independently and take initiative in solving administrative and operational challenges.
• High attention to detail, particularly in travel management and expense monitoring.
• Strong problem-solving skills with the capability to manage office operations and facility maintenance.

Desirable:

• Experience handling complex transformational change.
• Proven ability to thrive in a fast-paced working environment.
• Adept at working with senior leaders and providing high-level support.

If this sounds like you and you meet the requirements, please apply, we would love to hear from you.

Key Responsibilities:

• Travel Coordination:

• Manage and oversee domestic and international travel bookings, including flights, accommodations, and ground transportation for senior leaders.
• Ensure compliance with the company's travel policies, maintaining adherence to budget guidelines and governance of travel-related expenses.
• Maintain strong relationships with travel vendors, securing favourable pricing and service agreements.
• Develop and enforce travel guidelines to ensure consistency in booking processes and approvals.
• Prepare detailed itineraries for travellers, ensuring all necessary documents (e.g., visas, travel insurance) are in order.
• Monitor and review travel expenses to ensure proper governance and adherence to company expense policies.

• Oversee daily office operations, including managing office utilities, supplies, and facility maintenance.
• Act as the primary liaison with landlords and service providers, coordinating repairs and office improvements as needed.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Maintain stock levels of office supplies and equipment, ensuring timely restocking and efficient procurement processes.

• Process payments related to office supplies, travel, and utilities, ensuring accuracy and timely invoicing.
• Collaborate closely with the finance department to track office expenses and reconcile invoices.
• Assist with procurement processes, including issuing and following up on purchase orders.
• Maintain strong relationships with external suppliers and vendors, ensuring cost-effective and reliable services.

• Provide general administrative support to senior leaders, including scheduling meetings, preparing presentations, and managing travel logistics.
• Coordinate and support external visitors, such as shareholders, ensuring smooth arrangements for meetings and travel.
• Assist with meeting preparation, including organizing materials, booking meeting rooms, and managing event logistics.
• Support other departments with ad-hoc administrative tasks as required.

Benefits:

• 25 days annual leave (plus bank holidays)
• Bonus based on performance
• Free parking
• Opportunities for development and progression
• Company pension scheme
• Private medical insurance
• Healthcare Cash plan
• Health Screening
• Employee Assistance Programme
• Store discounts
• Tech and Cycle Scheme
• Discounted dining card
• Cycle to work scheme
• Green car scheme
• Holiday buy and sell
• Life Assurance scheme

We have a real focus on developing our people, and by fostering an entrepreneurial culture, we encourage flexibility, accountability and autonomy. The company is full of opportunity for those who wish to grasp it. Our people thrive on engagement, development and a varied workload. You will often be included in projects that require you to collaborate cross-functionally.