Office Coordinator

Salary: £30,000-£35,000 (pro rata depending on hours); Contract: Permanent; Hours: Approx. 30 hours per week (part‑time); Working pattern: Ideally spread across 5 days (flexible); Hybrid working: 3 days in office / 2 days remote.

Overview

Our client, a mid‑sized agency, is looking for a highly organised and proactive Office Administrator to support the smooth running of their business. This part‑time role offers flexibility, ideal for someone balancing post‑grad study, childcare commitments, or those seeking a role with space for breathing while keeping the buzz of agency life.

Key Responsibilities

• Travel & Expenses: Coordinating travel bookings for team members, including trains, flights, hotels, and taxis. Supporting staff with expense submissions and ensuring documentation is accurate and complete.
• Diary & Meeting Management (SLT Support): Providing diary management support to members of the Senior Leadership Team. Coordinating internal and external meetings, keeping calendars accurate. Organising meeting rooms, agendas, dial‑in details, and required materials.
• Document & Admin Support: Maintaining internal documentation, filing systems, and shared drives. Ensuring key documents are organised, accessible, and kept up to date.
• Events & Socials: Coordinating internal team events, socials, celebrations, and agency gatherings. Supporting planning for seasonal parties, offsites, and team‑building activities. Liaising with venues, suppliers, and external partners to ensure events run smoothly. Tracking budgets and managing event logistics end‑to‑end.
• Onboarding Logistics: Coordinating onboarding logistics for new starters, including access, equipment, and office setup. Supporting hiring managers and operations teams to ensure onboarding runs smoothly. Ensuring new joiners have the right information ahead of their first day.
• Supplier Administration: Supporting supplier management and office purchasing (stationery, refreshments, office supplies, etc.). Maintaining supplier records, invoices, and general admin documentation. Coordinating with suppliers on deliveries, issues, and account queries.
• General Office Support: Acting as a key point of contact for office‑related queries from staff. Keeping the office organised, welcoming, and running efficiently. Providing ad hoc administrative support to the wider team as required.

Skills & Experience Required

• Experience in an office administrator, team assistant, or similar support role.
• Strong organisational and time‑management skills.
• Excellent attention to detail, particularly around bookings, documents, and expenses.
• Confident juggling multiple tasks and managing priorities.
• Friendly and professional communication style.
• Comfortable using Microsoft Office / Google Workspace.
• Able to work independently and take initiative.

Sphere is an equal opportunities employer. We encourage applications regardless of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation, and any other protected status as required by applicable law. If you require any adjustments or additional support during the recruitment process for any reason whatsoever, please let us know.