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- Tasks: Support donor recruitment, manage logistics, and ensure smooth office operations.
- Company: Join a mission-driven organisation dedicated to saving lives through effective donor management.
- Benefits: Enjoy a collaborative work environment with opportunities for personal growth and development.
- Why this job: Be part of a team that makes a real difference while gaining valuable experience in operations.
- Qualifications: Previous admin or operations experience, strong communication skills, and attention to detail required.
- Other info: Ideal for those looking to make an impact in a fast-paced, supportive setting.
The Office & Operations Coordinator plays a vital role in ensuring the efficient and effective running of our client’s office and operational activities. This role provides essential support across Donor recruitment, Donor Request Management, logistics, office administration, facilities management, and health and safety. By maintaining smooth operational processes, the role ensures that staff, visitors, and stakeholders experience a well-organised, professional, and welcoming environment. Additionally, the role upholds the company’s commitment to high-quality standards in donor registration and office management, contributing to the organisation’s life-saving mission.
To be considered for an interview, please make sure your application is full in line with the job specs as found below.
KEY RESPONSIBILITIES- Donor Recruitment, Donor Request Management & Logistics Support
- Take ownership of the day-to-day logistics and operational tasks.
- Manage the packing, delivery, and return of Donor Recruitment event boxes for external supporters.
- Manage the packing, postage, and replenishment of Donor Blood Draw boxes for Donors found to be a potential stem cell match.
- Open all incoming returned swab kits and manage a weekly shipment to the company’s Lab in Germany.
- Work closely with and collaborate with the Donor Recruitment Team and Donor Requests Team in day-to-day workload.
- Maintain good working knowledge of the Donor and Initiator Journeys.
- Challenge the status quo and suggest improvements in processes to the relevant teams and management.
- Generate and submit weekly/monthly reports on workload and stock management.
- Oversee stock management and ordering, including monthly and annual stock counts.
- Assist with management of the shared email inbox for the operations team.
- Work with external stakeholders, such as couriers and external fulfilment partners.
- Work with the Office & Operations team to ensure the smooth running of the office, acting as a point of contact for visitors when cover of reception is required.
- Sign for deliveries, manage incoming/outgoing post for all departments, and arrange couriers.
- Support the Office & Operations team in fire marshal/fire and emergency evacuation drills and ensure compliance with H&S regulations.
- Proven experience in an administrative, office management, or operations role.
- Ability to manage multiple tasks, prioritise workload effectively, and meet deadlines.
- High level of accuracy for handling donor materials, logistics, and compliance-related tasks.
- Strong attention to detail.
- Strong verbal and written communication skills with the ability to engage professionally with staff, visitors, and external stakeholders.
- Friendly and professional approach to handling enquiries and welcoming visitors.
- Comfortable using Microsoft Office (Word, Excel, Outlook, Teams), databases, and other office systems.
- Experience in handling inventory, ordering supplies, and coordinating deliveries.
- Understanding of coordinating office maintenance, liaising with contractors, and ensuring a well-functioning office environment.
- Proactive in identifying issues and implementing practical solutions.
- Able to take initiative and work independently with minimal supervision.
- Willingness to collaborate and support colleagues across different departments.
- Comfortable working in a fast-paced environment and adjusting to changing priorities.
- Experience working in a charity or non-profit organisation.
- Knowledge of GDPR and data protection best practices.
- Familiarity with data handling or logistics in medical shipments.
Office & Operations Coordinator employer: Inizio Engage
Contact Detail:
Inizio Engage Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office & Operations Coordinator
✨Tip Number 1
Familiarise yourself with the specific logistics and operational tasks mentioned in the job description. Understanding the nuances of donor recruitment and management will help you demonstrate your knowledge during the interview.
✨Tip Number 2
Showcase your ability to manage multiple tasks effectively. Prepare examples from your past experiences where you successfully prioritised workload and met tight deadlines, as this is crucial for the role.
✨Tip Number 3
Highlight your attention to detail and accuracy, especially when handling donor materials and compliance-related tasks. Be ready to discuss how you've maintained high standards in previous roles.
✨Tip Number 4
Demonstrate your proactive approach by preparing suggestions for process improvements based on your understanding of office operations. This will show your initiative and willingness to contribute positively to the team.
We think you need these skills to ace Office & Operations Coordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative, office management, or operations roles. Emphasise skills such as logistics management, attention to detail, and communication abilities that align with the job description.
Craft a Compelling Cover Letter: Write a cover letter that specifically addresses the key responsibilities and skills mentioned in the job description. Use examples from your past experiences to demonstrate how you meet these requirements and show your enthusiasm for the role.
Highlight Relevant Skills: In your application, clearly outline your proficiency with Microsoft Office and any experience with inventory management or logistics. Mention any familiarity with GDPR and data protection practices if applicable, as this is a desirable skill for the role.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for the Office & Operations Coordinator role.
How to prepare for a job interview at Inizio Engage
✨Showcase Your Organisational Skills
As an Office & Operations Coordinator, your ability to manage multiple tasks is crucial. Prepare examples from your past experiences where you successfully juggled various responsibilities, highlighting your prioritisation and time management skills.
✨Demonstrate Attention to Detail
This role requires a high level of accuracy, especially when handling donor materials and logistics. Be ready to discuss how you've ensured precision in your previous roles, perhaps by sharing specific instances where your attention to detail made a difference.
✨Engage with Communication Skills
Strong verbal and written communication skills are essential for this position. Practice articulating your thoughts clearly and professionally, and consider preparing a few questions to ask the interviewer that demonstrate your interest in the role and the organisation.
✨Be Proactive and Solution-Oriented
The ability to identify issues and implement solutions is key. Think of examples where you took the initiative to improve processes or resolve problems in your previous roles, and be prepared to share these during the interview.
