At a Glance
- Tasks: Support our EMEA team with office operations, IT management, and executive assistance.
- Company: Join Toaster, an award-winning independent product marketing agency with a global presence.
- Benefits: Enjoy 25 days annual leave, private health insurance, and a training budget.
- Other info: Dynamic role with opportunities to grow and collaborate with diverse teams.
- Why this job: Be the heartbeat of our studio, making a real impact on our vibrant culture.
- Qualifications: Experience in office/HR support, ideally in a creative or tech environment.
The predicted salary is between 40500 - 49500 £ per year.
We are looking for an Office & Operations Coordinator supporting our EMEA team on a part-time basis.
You will be the operational heartbeat of Toaster's EMEA studio.
This role balances studio operations, IT and freelancer onboarding logistics, trusted executive support, and the activation of our global agency culture.
You are a master of logistics, a proactive problem-solver, and a confident host who ensures our physical environment inspires our team, our technology runs smoothly, and our leadership stays seamless.
- What you’ll be doing
- Studio Operations & Office Management
- Front of House & Hospitality: Act as the welcoming face of Toaster, delivering a premium reception experience for internal teams, clients, and visitors.
- Workspace
Excellence: Oversee daily office operations, maintaining high standards of organisation, cleanliness, and layout across meeting rooms, collaboration zones, and communal spaces.
- Vendor & Supplier Management: Manage relationships, contracts, and inventories with external partners (catering, cleaning, utilities, and office supplies).
- Health, Safety & Facilities: Act as the designated Health & Safety officer, ensuring compliance with building maintenance, fire warden/first aid training logs, and risk assessments, and that they are up to date.
- IT Operations & Freelance Onboarding
- IT & Equipment
Management: Oversee studio hardware, manage IT equipment inventories (laptops, monitors, accessories), and handle basic troubleshooting on our Google Workspace account.
- Freelancer & Team
Logistics: Coordinate onboarding and offboarding logistics for freelance creatives, strategists, producers and tech developers, ensuring the relevant paperwork is completed, tech provisioning, and system access.
- Talent Logistics Support: Assist hiring managers with scheduling candidate interviews and booking rooms.
- Culture Champion
- Culture Initiatives: Coordinate and champion Toaster’s signature internal programs, including:
- TERA: Administer and drive the "Employee of the Quarter" nomination and reward process.
- Toaster Talks & Global Syncs: Manage logistics, scheduling, AV/tech setups, and coordination for global cross-studio alignments and internal inspirational presentations.
- Internal Communications: Gather content, write, and distribute regular agency newsletters to keep our global teams connected, informed, and inspired.
- Event Orchestration: Plan and execute internal social events, team-building activities, summer/winter parties, and studio milestone celebrations.
- Executive PA Support
- Leadership Assistance: Provide high-quality, proactive PA support to the CEO, Creative Chair, and Managing Director.
- Calendar & Meeting Management: Manage complex calendars, schedule high-priority internal and client meetings, and resolve scheduling conflicts across multiple time zones.
- Travel Coordination: Organise seamless international and domestic travel itineraries, accommodation, and transport logistics for leadership.
- Administrative Discretion: Draft correspondence, prepare meeting agendas, track action items, and handle confidential executive matters with complete discretion.
- What you’re like
- Detail & Precision: Highly detail-oriented.
You take pride in absolute accuracy, whether you are managing IT hardware inventories, formatting internal comms, or booking complex travel itineraries.
- Communication & Presence: Naturally people-oriented and a confident communicator.
A warm, empathetic professional who brings creative energy to company culture and absolute poise to front-of-house and executive support.
- Work Ethic & Pace: A self-starter with a drive to make things happen at pace.
You have a "no task too big or small" attitude and genuinely enjoy operational problem-solving in a fast-moving agency setting.
- The Tech Stack: Tech-savvy and proficient with modern workspace tools, particularly Google Workspace (Docs, Sheets, Slides, Calendar), and basic IT/asset management tools.
- Discretion & Judgment: Exceptional emotional intelligence. You handle sensitive executive details and studio challenges with total confidentiality and sound judgment.
- Organisation & Agility: A natural organiser who can seamlessly switch gears from troubleshooting an AV issue or booking a flight to coordinating a company-wide event.
- What you’ll bring
- Experience in a dual office/HR support role, ideally within a creative agency, tech startup, or fast-paced digital environment.
- Experience or interest in supporting international/US teams is a major plus.
Benefits
- 25 days annual leave
- Private Health Insurance
- Pension scheme
- Training budget
- Eye tests
- The Agency
Toaster is an award-winning independent product marketing agency built for the digital age.
Born in London and now powered by a global collective in San Francisco and New Delhi, we’ve spent over a decade partnering with the world’s most ambitious brands, including Google, Samsung, and You Tube, to turn "what if" into "what’s next."
We don’t just hire for skill; we hire for perspective.
We believe that a team reflecting the world’s diversity is our greatest creative engine.
Here, you’re encouraged to push boundaries, challenge the status quo, and most importantly, be yourself.
Ready to build something iconic?
We’re looking for unique talents from all walks of life.
If you need any accommodations during the application process, our People team is here to help.
#J-18808-Ljbffr
Office & Operations Coordinator employer: Toaster
Toaster is an exceptional employer that fosters a vibrant and inclusive work culture, making it an ideal place for an Office & Operations Coordinator. With a focus on employee well-being, the company offers generous benefits such as 25 days of annual leave, private health insurance, and a training budget, all while promoting personal growth and creativity in a dynamic environment. Located in the heart of EMEA, Toaster encourages its team to embrace diversity and innovation, ensuring that every voice is heard and valued.
StudySmarter Expert Advice🤫
We think this is how you could land Office & Operations Coordinator
✨Get Involved in Local HR Events
Check out local HR networking events or workshops in your area. These are great opportunities to meet industry professionals, learn about the latest trends in human resources, and potentially get leads on part-time roles like the one at Toaster.
✨Join HR Communities Online
Platforms like SHRM Connect or HR-specific LinkedIn groups are gold mines for job leads and industry discussions. Engaging in conversations can put your name out there and might just catch the eye of someone from Toaster looking for a part-time star!
✨Utilise University Career Services
If you're studying or have recently graduated, don’t forget about your university's career services. They often have contacts in the HR world that can help you score a part-time gig, plus you can access exclusive job boards!
✨Direct Applications Through Our Website
When you find the part-time role you're excited about, apply directly through our website. This not only shows your enthusiasm but also helps us streamline the hiring process. Make your application stand out with a tailored approach!
We think you need these skills to ace Office & Operations Coordinator
Some tips for your application 🫡
Showcase Your People Skills:In human resources, it’s all about connecting with people. Make sure your CV highlights any relevant experience in recruitment, employee relations, or conflict resolution. If you’ve got any certifications in HR or related fields, don’t forget to flaunt them!
Tailor Your Cover Letter to Shine Bright:When applying for a part-time HR role at Toaster, your cover letter should reflect your motivation and enthusiasm for the position. Discuss your passion for people management and how you can contribute to their team, even on a part-time basis.
Demonstrate Flexibility and Availability:Since it's a part-time role, be clear in your application about your availability. HR often requires a balance of flexibility and commitment, so outline any existing commitments and how you plan to manage your time effectively.
Include Real-Life Examples:When describing your experience, use specific examples that illustrate your competency in HR tasks. Whether it’s handling employee onboarding or managing records, these anecdotes can make your application stand out to Toaster.
How to prepare for a job interview at Toaster
✨Know Your HR Basics Inside Out
As we're diving into a part-time HR role, let’s brush up on key HR concepts like recruitment processes, employment law, and employee engagement strategies. Prepare to explain how you've handled various HR scenarios in the past or how you'd approach them in the future – this shows you can hit the ground running!
✨Get Creative with Your HR Portfolio
Bring along a portfolio showcasing your HR projects, like recruitment plans or engagement activities you've designed. This isn't just for show; it helps us illustrate our hands-on experience and creativity, making us stand out to Toaster. Plus, it’s a tangible way to discuss our achievements!
✨Brush Up on Behavioural Interview Techniques
Expect a mix of traditional and behavioural interview questions. Prepare STAR answers (Situation, Task, Action, Result) on how you've resolved conflicts or improved team dynamics. Since HR is all about people, our ability to communicate effectively will be under the spotlight.
✨Show Flexibility and Enthusiasm
In a part-time HR role, demonstrating a flexible approach to working hours and responsibilities can make us more appealing to Toaster. Expressing our eagerness to learn and contribute to the team will demonstrate that we're not just filling a position, but genuinely excited to be part of their journey!
