Office & Operations Coordinator

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This range is provided by Inizio Engage. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

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Location: Chiswick, London

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.

KEY RESPONSIBILITIES

Donor Recruitment, Donor Request Management & Logistics Support

• Take ownership of the day-to-day logistics and operational tasks, examples below.
• 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.

Office Administration & Reception Assistance

• 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.

Facilities & Health & Safety Management

• · Support the Office & Operations team in fire marshal/fire and emergency evacuation drills and ensure compliance with H&S regulations.

OTHER DUTIES

• Provide support to other teams during peak periods.
• Participate in staff training, team meetings, and company events.
• Ensure compliance with data protection, confidentiality, and equality policies.
• Undertake additional duties as required.

SKILLS & EXPERIENCE

• 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.
• Passion for supporting a life-saving cause and working with a purpose-driven organisation.

DESIRABLE SKILLS & EXPERIENCE

• 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.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Customer Service, and Distribution

• Industries

  Administrative and Support Services and Office Administration

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