Office Coordinator (12 month FTC) in London

Love to work at Lily’s Kitchen? What we’re after: Office Co-ordinator

Reporting Line: EA & Office Manager

Location: This is a hybrid role, working 4 days a week in our beautiful central London office (Goodge Street) and 1 day working from home (usually a Friday or alternative day to be agreed with your line manager).

Your place at the Lily’s Kitchen Table: As our Office Co-ordinator and HR Assistant, you will be front of house for the Lily’s Kitchen team, ensuring the smooth running of the office on a day-to-day basis, all with a smile on your face and in addition, providing HR and administrative support, as and when needed.

This is a busy and varied role; you will be responsible for liaising with a range of service providers to ensure the office runs safely and smoothly, and having the cupboards fully stocked with that all-important coffee for Monday mornings.

As Office Co-ordinator you will interact daily with every single person in the office including our lovely office dogs and you’ll be the ‘go-to’ person within the office, providing support to the team. You will also be privy to confidential information that you’ll be trusted to act on with integrity, sensitivity and without bias.

How will I make a difference?

• Be a Lily’s Kitchen ambassador for the brand as the first point of contact, greeting visitors and providing them with our trademark Lily’s Kitchen warm welcome.
• Fire Marshall and First Aider.
• Manage the relationships with our key service providers.
• Manage office Health & Safety with support from the Office Manager - run quarterly fire drills, book fire marshal and first aider training for staff, arrange annual safety checks and assessments, manage our online training platform, Citation.
• Help to manage the Admin budget through choosing cost effective solutions and monitoring spend.
• Order office supplies and maintain stock control.
• Raise POs when necessary.
• Ensure office equipment is well maintained and that maintenance is arranged as appropriate.
• Manage incoming and outgoing post and couriers.
• Own and administrate the annual maintenance schedule.
• Maintain organisation of the office space so it retains a tidy appearance at all times.
• Set up the office with the most effective sustainable working practices in line with the Lily’s Kitchen Sustainability Strategy i.e. electricity usage, recycling and waste management.
• Support with large office meetings and events including refreshments and lunches.
• Ad-hoc support when needed to the EA.
• HR administrative tasks to include but not limited to the following:
• Maintain and track training attendance, including sending training invitations and coordinating sessions during busy periods.
• Arrange occasional delivery or collection of IT equipment for new starters as required.
• Support mail merges and assist with the creation of HR documentation and correspondence when needed.
• Ensure employee records are accurate and up to date in BambooHR.
• Provide ad hoc support for company inductions and people-related events or sessions as required.
• Collate performance review ratings and objectives.
• Record, monitor, and follow up on outstanding people documentation (e.g. policy declaration forms).
• Support ad hoc HR initiatives, including but not limited to B Corp improvement activities, surveys, and Culture Club initiatives.

How will I be successful?

• Previous experience of working in an office environment in a receptionist/office coordinator position.
• Prior experience or knowledge within the HR admin space would be desirable.
• You’ll be well practiced at using your initiative.
• Energetic, friendly and fun - with a focus on getting things done.
• Always on hand to lend a helping hand where needed with a positive “can do” attitude, willing to roll up sleeves and get involved.
• Ability to work independently, use own initiative and manage time effectively with conflicting priorities.
• Lily’s Kitchen values will shine through in everything you do.
• Exceptional organisational skills and attention to detail.
• Clear and articulate written and oral communication skills.
• Confident, professional and discreet.
• A first class planner and organisational skills.
• Ability to demonstrate empathy and integrity, with strong interpersonal skills.
• Willing to collaborate and work as a team.
• Confident with Microsoft Office and IT software.
• A passion for mental health and wellbeing is a plus.
• Flexible, friendly and fun - with a focus on getting things done.
• Ambassador for Lily’s Kitchen values.

Our Perks

At Lily’s Kitchen we believe that everyone should enjoy their time at work. We reward the care our people put into their job, by caring for them in return. Our benefits are designed to make our people smile, save for the future, stay healthy and give back where they can and include:

• Dogs at work; what better way to put a smile on your face!
• Flexible Working: flexitime, working from home, part-time working, flexible support, faith based public holidays.
• Save for the Future and Protect Loved ones: a pension plan that goes beyond, the option for salary exchange and an option of an ethical pension fund reflecting our team’s attitudes and needs. Plus, a life assurance scheme to look after those that depend on you.
• Staying healthy and well: Our team’s health and wellbeing is very important to us and we offer private medical, private dental, employee assistance programme, mental first aiders and a cycle to work scheme (and an electric car salary sacrifice scheme).
• Supporting our community: with a volunteering allowance we can give back to causes we are passionate about.
• Plus supporting and having fun together as a team.

Lily’s Kitchen Story

At Lily’s Kitchen we are pet food pioneers. We are changing the game with our mission to provide proper food for cats and dogs all over the world. Lily’s Kitchen was founded in London in 2009, by Henrietta Morrison who set out to feed her beloved dog, Lily, food she could trust. Lily’s Kitchen is one of the top brands in premium natural pet food, still focusing on the mission to inspire pet parents to feed their four-legged friends natural, proper food for pets.

Lily’s Kitchen was a founding member of the UK B Corp movement and the first pet food brand in the world to achieve B Corp status. Determined to use business as a force for good, Lily’s Kitchen has recently partnered with Dogs Trust to support dogs in need and are proud to lend a paw to charitable causes.

We sell our nutritious natural recipes for cats and dogs in over 1,000 stockists, like Waitrose, Tesco, Ocado, organic food shops, vets, independent pet shops and garden centres all over the UK. We also sell internationally and are now sold in more than 30 countries worldwide.

Our Vision. We’re all about warming hearts, feeding souls and enriching lives, for both our customers and employees.

Our Values. We recruit to our values at Lily’s Kitchen: Respectful. Dedicated. Audacious. Passionate. Responsible.

Our People. We seek out and develop talented people who love to succeed and make a positive difference in everything they do.