At a Glance
- Tasks: Keep the office running smoothly while supporting the team with admin and events.
- Company: Join a vibrant mid-sized agency with a flexible and dynamic work culture.
- Benefits: Enjoy a competitive salary, hybrid working, and a supportive environment.
- Other info: Great opportunity for career growth in a collaborative setting.
- Why this job: Perfect for balancing studies or commitments while staying engaged in agency life.
- Qualifications: Organisational skills and a friendly communication style are key.
The predicted salary is between 30000 - 35000 € per year.
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
The Opportunity
Our client, a fantastic mid-sized agency, is looking for a highly organised and proactive Office Administrator to support the smooth running of their business. This is a part-time role offering flexibility, ideally suited to someone balancing post-grad study, childcare commitments, or simply looking for a role that offers more breathing space without losing the buzz of agency life. The successful candidate will be the go-to person for keeping the office running efficiently, supporting senior leadership with diaries and admin, and ensuring the wider team has a seamless experience day-to-day. They will also play a key role in supporting onboarding logistics and helping deliver agency socials and events.
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 and ensuring calendars are accurate and up to date
- 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
- Helping ensure new joiners have the right information ahead of their first day
- Supporting the new joiner experience and ensuring everything is prepared
- 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
- Helping keep 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.
Office Coordinator employer: Sphere Digital Recruitment
Join a vibrant mid-sized agency that values flexibility and work-life balance, making it an ideal employer for those juggling commitments or seeking a fulfilling part-time role. With a supportive work culture, opportunities for personal growth, and the chance to engage in exciting team events, you'll thrive in an environment that prioritises both professional development and employee well-being.
StudySmarter Expert Advice🤫
We think this is how you could land Office Coordinator
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for an Office Coordinator role. You never know who might have the inside scoop on a job opening or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Show them you’re not just another candidate; you’re genuinely interested in their mission and how you can contribute to the team’s success.
✨Tip Number 3
Practice your responses to common interview questions, especially those related to organisation and multitasking. We want you to shine when discussing how you can keep the office running smoothly!
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it keeps you on their radar as they make their decision.
We think you need these skills to ace Office Coordinator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Office Coordinator role. Highlight relevant experience and skills that match the job description, like your organisational prowess and attention to detail. We want to see how you can bring your unique flair to our team!
Craft a Catchy Cover Letter:Your cover letter is your chance to shine! Use it to tell us why you're the perfect fit for this role. Share your passion for office administration and how you can contribute to our vibrant agency life. Keep it friendly and professional!
Show Off Your Skills:Don’t shy away from showcasing your skills in Microsoft Office or Google Workspace. If you've got experience juggling multiple tasks or managing diaries, let us know! We love candidates who can hit the ground running and keep things organised.
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It’s super easy and ensures your application gets to the right place. Plus, we can’t wait to see what you bring to the table!
How to prepare for a job interview at Sphere Digital Recruitment
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Office Coordinator role. Familiarise yourself with the key responsibilities like diary management, event coordination, and supplier administration. This will help you demonstrate how your skills align with what they’re looking for.
✨Show Off Your Organisational Skills
Since this role requires strong organisational abilities, prepare examples from your past experiences where you successfully managed multiple tasks or projects. Be ready to discuss how you prioritised your workload and ensured everything ran smoothly.
✨Be Ready for Scenario Questions
Expect questions that ask how you would handle specific situations, such as coordinating an event or managing conflicting schedules. Think through potential scenarios in advance and outline your thought process on how you would tackle them.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions prepared. Inquire about the team dynamics, the company culture, or how success is measured in this role. This shows your genuine interest and helps you assess if it’s the right fit for you.
