Operations Coordinator

4 weeks ago

United Kingdom Bearded Kitten Full time €30,000 - €40,000

JOB ROLE: Operations Coordinator

SALARY: £30-40k per annum

TYPE: Permanent, Full Time

DEPARTMENT: Leadership and People & Culture

REPORTS TO: People & Culture Lead

LOCATION: 5 Hancock Road, London, E3 3DA

THE COMPANY

Bearded Kitten is a global creative experience agency with a portfolio of award-winning work. Our mission is clear: to fearlessly champion fun and create the unforgettable. Don’t be deceived by our quirky name – Bearded Kitten is the real deal. From large scale brand experiences to cultural launch events, from building immersive worlds to conferences and employee engagement initiatives - we cover it all.

It’s an exciting time to be a Kitten, in the past year the company has grown rapidly and we’ve worked with some of the world’s biggest brands. With an ever growing client base across the UK and beyond - this is an opportunity to join a fast paced, innovative team.

THE ROLE

This is a new role and as an Operations Coordinator you will be working with the Leadership and People & Culture team. Your primary responsibility is to provide day-to-day operational and administrative support, overseeing the office management, supporting with project resourcing, and providing general assistance to ensure the smooth running of the business.

The ideal candidate would have 2-3 years experience working in an office environment in an administrative, office management or operational role. The candidate must be detail-oriented, have strong organisational skills and be able to manage multiple priorities, and thrive in a fast-paced environment. It is essential to be an instant team player with an ‘anything is possible’ attitude and a proactive approach to learning. We are willing to invest with training and development, ensuring continuous professional development and growth within the company.

People & Culture

  • Oversee the general facilities management by maintaining a tidy, functional and welcoming office environment for the team and visitors alike.
  • Be the first point of contact for all visitors; including clients, suppliers and couriers including answering the intercom system and preparing the meeting room for in office meetings with drinks, snacks etc.
  • Oversee the stock of office supplies, as well as ensuring all employees and new starters are set up with the relevant office/desk equipment.
  • Support the People & Culture Lead in cultivating a fun and inclusive culture, including but not limited to coordinating internal events and organising team gifts and cards.
  • Providing technical and logistical support for company events and meetings.

Resourcing and Talent Management

  • Maintain and update the freelancer and contractor database, ensuring availability and contact details are current and accurate.
  • Assist with the recruitment and sourcing process for both permanent and freelance roles, including posting job ads, and coordinating interviews with relevant team members.
  • Assist with the onboarding of new freelancers and staff, including managing freelance agreements, setting up email accounts, granting access to Slack, Scoro, and other project management tools, and ensuring they have all the necessary resources.
  • Support with updating the team management software with new projects and team members to ensure real-time visibility of resources.

Operational Support

  • Support the leadership team with the development and implementation of operational processes and systems to improve efficiency.
  • Log and monitor all IT requests, ensuring timely resolution and tracking progress. Manage access to relevant files and folders for both internal team members and external freelancers or partners.
  • Manage all office technology infrastructure, including printers, conferencing systems, and the network - confidently troubleshoot any arising issues or escalating them to our external IT support.
  • Provide general administrative support to the Leadership Team.

General

  • Sourcing, ordering and coordinating client Christmas gift packages.
  • Champion Bearded Kitten’s sustainability practices.
  • Maintaining confidentiality and discretion with sensitive information.
  • Undertake any other duties within the scope of your knowledge and skills as required.

KEY SKILLS

  • Ideal but not essential to have worked in a creative environment.
  • Proven experience in operations, resource management, office management, or administrative roles.
  • Demonstrated ability to take initiative in problem-solving situations, even when answers are not readily available. Resourceful and proactive in finding solutions to challenges.
  • Proactive approach to resolving office and IT challenges.
  • Proficiency in standard office software and tools, such as Google Suites, Microsoft Office and familiarity with project management and resource tracking software (e.g., Scoro, Team Track, Monday.com, or similar project management software)
  • Highly organised with meticulous attention to detail.
  • Proficient at multitasking and prioritising tasks to meet deadlines in a fast-paced environment.
  • Great communication and interpersonal skills, enjoys collaborating as part of a team.
  • Demonstrates a sense of personal responsibility in fulfilling job duties, maintaining accountability for tasks and outcomes.
  • Always curious and eager to learn. Seeks out opportunities for growth and development both personally and professionally.
  • Able and willing to travel domestically.

OUR COMMITMENT TO YOU

  • 33 days paid holiday, inclusive of Bank Holidays. 1 additional day added per year of service up to 5 days.
  • Approximately five additional days off over the Christmas/New Year period.
  • Hybrid working. Minimum 4 days from the office, compulsory office day on Wednesdays.
  • Flexi-time policy.
  • Generous overtime policy.
  • Discretionary end of year bonus scheme.
  • New Business Incentive Scheme from day one.
  • Employee Referral Incentive Policy from day one.
  • Work mobile and/or eSim and work laptop.
  • Employee assistance programme with free access to mental health resources.
  • Enhanced maternity & paternity leave policy after 1 year of full service. 3 months full pay including statutory for lead carer or 1 month full pay including statutory for second carer.
  • Monthly team socials, plus an annual team offsite with overnight stay.
  • Free use of BK equipment; workshop, tools, rehearsal space etc for personal use.
  • Employee loan agreements offered for personal equipment.
  • Season ticket loans offered.
  • Cycle to work scheme.
  • Guaranteed hilarity and nonsense on a daily basis.

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