Office Coordinator - London

Full-time · London

Salary range: £30,000 – £40,000 per annum

Working pattern: 5 days in office per week

Fundamental Media are a leading independent media, marketing, and tech agency. We’re proudly independent with no external shareholders, meaning we’ve had the freedom to invest in our own growth, and since inception in 2003 have grown to over 180 people whilst retaining the important ethos that our staff are part of our family. We have a global footprint with offices in Boston, London, Hong Kong, Milan and Sydney, with more expansion to come! We’re a diverse and inclusive group and believe we have cultivated a pretty special culture. Your role will be pivotal to helping nurture and grow that in London.

This unique role will provide an experienced Office Coordinator the opportunity to work in a truly international fast-paced and growing organisation. Reporting to the Head of HR, you will have day to day autonomy for the efficient running of the London office facilities and all front of house duties (reception). Your primary objective is to oil the wheels of administration and take care of the background so that the rest of the team can keep their focus on delivering to our clients’ expectations. We’re a friendly, inclusive, and diverse range of people who all play a vital role in the success of the company.

Responsibilities:

• Office Management: All front of house management, including answering and filtering calls, responding to email queries, greeting guests, and preparing meeting rooms.
• Managing office operations including office access, desk bookings and working with staff to ensure that the office is always presentable.
• Managing all office facilities and negotiating contracts with relevant suppliers as needed e.g. phone contracts, cleaners etc.
• Working with IT to manage equipment logistics for new joiners and leavers whilst maintaining asset records.
• Liaising with premises managers/ landlords on all facilities issues.
• A key contact point in any Disaster Recovery and Emergency Procedures.
• Be the recognised First Aid Officer for London (training will be provided if needed).
• Maintaining compliance of Health and Safety standards and certification including PAT tests, fire safety and CSR certification.
• Ordering and maintaining stock of office stationery.
• Taking stock, ordering, and tidying away kitchen refreshments on a regular basis e.g. tea, coffee, milk, biscuits, wine etc.
• Keeping the team kitchen stocked, tidy and welcoming as a practical/ social space.
• Managing coordination of office maintenance contractors.
• Collecting, opening, sorting, distributing post and arranging couriers (UK & International).
• Helping to manage logistics and agenda for Company events such as the annual company conference, summer, and Christmas parties. This includes organising the venue/ accommodation/ travel of staff from global offices.
• Helping to organise social events.
• Play a key role in coordinating office moves from start to finish when they occur.
• As applicable, managing contractor and suppliers for quotes, fittings, and deadlines.

Required skills and experience:

• An experienced Office Coordinator with a minimum of 2 years’ experience working in an office environment.
• The ability to work with discretion and confidentiality, committed to upholding professional standards while being flexible, self-motivated, and well-organised.
• A positive and can-do outlook. You’ll often be the first face our team and visitors will see every day; you’ll help them start the day well!
• Confident communication and people skills which contribute positively to a good working environment, whilst simultaneously establishing respect and credibility with co-workers.
• The ability to take ownership of the role and be committed to ensure smooth running of the organisation within your remit.
• A proactive and process driven individual with a proven track record of dedication, hard work, and a can-do attitude.
• Have the flexibility to handle a fast-paced office but also be proactive during steadier periods.
• The ability to proactively improve office processes and seek pragmatic solutions where necessary.
• Strong IT skills, including good levels of competence in MS Word/ Excel/ Sharepoint.
• Excellent attention to detail, with a high standard of written and spoken English.
• Ability to take responsibility for own actions and visibly support the senior leadership team and their agenda.
• Prior experience or familiarity with HR assistant responsibilities would be advantageous.

What we offer:

• Supportive, friendly colleagues who work together to achieve shared goals.
• Competitive salary.
• Career growth opportunities: We’re committed to your success and offer recognition, rewards, and the training and support needed for advancement.
• A dynamic and innovative work environment within a contemporary, team-focused, and forward-thinking company.
• Excellent benefits including pension contribution, private healthcare, life cover, cycle scheme, season ticket loans, 25 days’ annual leave pro rata, 2 days paid leave for charity work, study loans and free snacks in the office.

Personal data collected will be used for recruitment purpose only. Due to the volume of applications we receive for roles, we regret that we are unable to respond to individual applications directly. We will be in touch if you are successful in proceeding to the interview stage. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age. No agencies please!