Office & Resource Coordinator

6 months ago

Exeter, United Kingdom Organic Full time

**Job title**:Office & Resources Coordinator**

**Location: Hybrid / Exeter (2 days per week in the office on Mondays and Fridays)**

**Reports to**:Director of Delivery**

**Package**:£27,000 - £30,000 FTE (Depending on experience)**

**Overview**:
We are seeking a dynamic and experienced individual to join Organic as an Office and Resources Coordinator. This multifaceted role requires a skilled professional who can seamlessly manage a wide variety of administrative tasks and ensure the smooth flow of work within our fast-paced agency environment.

**Responsibilities**:
**Resource & People Management**
- Effectively allocate and manage resources to optimise workflow and productivity of the team.
- Build relationships with permanent members of staff and champion wellbeing across the organisation.
- Identify and build relationships with freelancers/contractors across all disciplines, including sharing profiles and portfolios in order to continue to grow the network.
- Maintain freelancer/contractor database with contact details, rates and expertise.
- Ensure contracts and NDA’s are in place for those freelancers supporting and kept up to date.
- Conduct resource forecasting and capacity planning with the client services and delivery teams to ensure the agency is adequately staffed for upcoming projects.
- Identify and address potential resource constraints and bottlenecks.
- Coordination of IT equipment and software licences including ordering new equipment, logging and controlling existing assets and maintaining budgets

**Project Coordination**
- Provide ongoing delivery management of ongoing client work streams such as SEO retainers, Paid Media retainers and Technical retainers.
- Develop and maintain a streamlined process to facilitate the efficient flow of work through the agency.
- Assign and track tasks, ensuring that team members have clear expectations and deadlines.
- Collaborate with cross-functional teams, including SEO, Paid Media, Creative, Content, UX and technical teams, to ensure delivery objectives align with Client and Client Manager expectations.

**Office Management**
- General office management, including the ordering of office supplies and resources and ensuring the smooth running of the office is maintained at all times.
- Manage purchases for the wider team relating to equipment, travel and other bookings.
- Maintain relevant budgets for internal purchases and expenses.
- Timesheet administration, including checking timesheets have been submitted on a weekly basis and following up on any timesheets outstanding.
- Create purchase orders for contractors, ensuring they are kept up to date and assigned to the relevant budget.
- Process monthly invoices by cross checking against internal budgets and timesheets & adding to internal IT systems.
- Support employees with basic level IT support where applicable; password changes, account access, general IT administration.
- Work closely with external IT services - arranging IT requirements for new starters and leavers.
- Assist the Head of People with administrative tasks, internal and external events and meetings, including routine and annual staff engagement and team building activities.

**Requirements**:

- Proven experience (2+ years) in a similar role, ideally within a service based industry.
- Demonstrable organisational skills with an ability to multitask and prioritise in a fast-paced environment.
- Excellent interpersonal skills and an ability to build relationships with ease.
- A flexible, can-do attitude.
- Strong IT systems skills.
- Excellent communication skills (written and oral).
- Strong problem-solving and decision-making skills.
- Proficient in project management and resource allocation tools and software.
- Strong understanding of digital marketing concepts, including SEO, content marketing, social media, and web development (desirable).
- A genuine interest and enthusiasm for the world of People & Culture (desirable).

**Job Types**: Full-time, Permanent

Pay: £27,000.00-£30,000.00 per year

**Benefits**:

- Additional leave
- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Flexitime
- Free parking
- Gym membership
- Health & wellbeing programme
- Life insurance
- On-site parking
- Referral programme
- Sick pay
- Store discount
- Work from home

Schedule:

- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus scheme
- Performance bonus

Application question(s):

- Are you able to attend the office in Exeter on Mondays and Fridays

Work authorisation:

- United Kingdom (required)

Work Location: Hybrid remote in Exeter

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