Office Coordinator

At Quell we seek to deliver truly innovative, life-changing therapies for our patients. Our vision as a company is to build a major global biopharmaceutical company bringing transformational and valued therapies for a range of autoimmune and inflammatory diseases, as well as preventing rejection in organ transplantation, based on modular engineered Tregs.

Quell was founded in March 2019 in partnership with six prominent immunological experts from King's College London, University College London, and Hannover Medical School, and is led by Iain McGill, a leading pharmaceutical executive with extensive relevant experience, having spent most of his 25 years in the industry in immunology, including the areas of solid organ and cell transplantation.

The Office Coordinator will manage the day-to-day functions of the SWO offices and associated departments. This role is essential to maintaining smooth office operations, ensuring effective internal communications, and supporting departmental collaboration. The position requires excellent organizational skills, adaptability, and the ability to build strong working relationships across the team. This is an office-based, five-day-a-week role, and while on-site presence is essential to support operations, flexibility will be offered within the role where appropriate.

Main Responsibilities:

• Work closely with and report directly to the Site Director, providing high-level administrative support and ensuring all site-level duties, priorities, and operational requirements under their remit are effectively coordinated and completed.
• Oversee and coordinate the daily operations of the SWO offices and departments to ensure an efficient and productive environment.
• Manage office supplies, services, and equipment, maintaining inventory and procurement processes in collaboration with suppliers.
• Support the onboarding and induction of new employees and contractors.
• Coordinate meeting schedules, internal bookings, governance calendars, and manage meeting room bookings across SWO / WC.
• Answer incoming phone calls and provide cover for WC duties when required, including supporting WC Office Manager's call-handling processes during absences.
• Maintain health, safety, and compliance standards, ensuring adherence to organizational procedures.
• Function as the go-to contact for information on SWO activities, production information, and production days, ensuring all teams have timely and accurate updates.
• Process purchase orders, invoices, and delivery notes, maintaining accurate local financial records through internal systems such as My Amici.
• Provide administrative support for the SWO team in maintaining document control integrity.
• Manage supplier relationships and negotiate service agreements and local business rates.
• Help promote team engagement in alignment with building company culture of One Quell, supporting initiatives that strengthen collaboration and belonging.
• Support facilities / offices management, including reporting and tracking repairs, consulting with the landlord, and coordinating with internal IT to report and follow up on broken equipment.
• Assist with ad hoc office projects as required to support continuous improvement and operational efficiency.

Communications and Engagement:

• Support the Chief of Staff, WC Office Manager, EA to the CEO & CBO, and EA to other Executive members with implementing the internal communications strategy and other activities that require support.
• Play a key role in intranet content and management to enable communication and engagement across teams.
• Coordinate internal events such as Town Hall meetings, workshops, and social gatherings.
• Consult with the Social Committee as one of the SWO representatives to plan and deliver cross-site events and initiatives.
• Align with White City (WC) on cultural activities and events, ensuring consistency and shared engagement across sites.

Collaboration and Coordination:

• Function as the main administrative contact across SWO and other sites, maintaining strong communication with GSTT and White City.
• Collaborate with internal teams to track actions, organize updates, and ensure clear coordination across departments.
• Support logistics for shipments of non-GMP materials, equipment, and office-related items between sites as needed.
• Contribute to cross-site information sharing and continuous improvement of administrative procedures.
• Coordinate off-sites, including planning, coordination, and administrative support for team and departmental away days.

Experience:

• Minimum of 3 years' experience in office coordination or administration, preferably in a fast-paced or small company environment.
• Knowledge of document management or records systems desirable.
• Experience in procurement processes, supplier coordination, and budget tracking.

Skills:

• Competent in Microsoft Office Suite and office management systems.
• Strong organizational and multitasking skills with high diligence.
• Excellent communication and interpersonal abilities.
• Skilled in problem-solving and time management with the ability to work independently.

Education:

• Qualification in Business Administration or a related field, or equivalent direct experience in office operations or facility coordination.

Personal Qualities:

• Team Collaboration and Stakeholder Management
• Initiative and Accountability
• Communication and Relationship Building
• Process and Systems Improvement
• Adaptability in a Dynamic Work Environment

Benefits:

• Holidays: 25 days per year
• Life Assurance: 4 x base salary
• Group Personal Pension: Auto-enrolled at 6% employer contribution, 3% employee contribution
• Private Medical Insurance for your whole family
• Health Cash Plan
• Annual Bonus

Perks:

• Fantastic collaborative environment at Translation & Innovation Hub
• £61 Million Investment including brand new lab equipment, innovative methods, and exposure to cutting edge technology
• Flexible working
• Fast paced and progressive company looking for future leaders and innovators