Senior Office Coordinator

2 weeks ago

London, Greater London, United Kingdom F1® Arcade Full time

About F1 Arcade

F1 Arcade is the world's first official Formula 1 social entertainment venue, where high-octane excitement meets exceptional hospitality. Each meticulously designed venue features up to 90 state-of-the-art full-motion F1 racing simulators, a world-class food menu, and an open kitchen, along with private and semi-private event spaces, perfect for all group sizes.

Location: Hybrid role based at the Company's Office

The role combines the responsibilities of managing the day-to-day operations of the head office while also supporting the Chief Technology Officer (CTO) and wider senior leadership team. You will be responsible for ensuring the smooth operation of the office, from managing facilities to coordinating IT onboarding and offboarding.

About the Role

This is a dual-role opportunity that requires a highly organized individual who is comfortable juggling multiple tasks and interacting with both senior leadership and the wider team. Your primary responsibilities will include:

  • Coordinating and managing the busy schedules of the CTO, scheduling meetings, calls, and appointments across time zones.
  • Inbox monitoring and management, flagging urgent messages, and ensuring all emails are responded to appropriately.
  • Organizing travel for any domestic and international trips, including flights, hotels, ground transport, and itineraries.
  • Keeping track of important tasks, upcoming deadlines, and meetings, proactively highlighting priority items to the CTO.
  • Assisting in preparing presentations, ensuring slides are formatted to align with company branding and messaging.
  • Maintaining a well-organized filing system for important documents, presentations, and communications.

Office Manager Responsibilities

Your additional responsibilities as an Office Manager will include:

  • Overseeing the day-to-day running of the office, ensuring it remains a productive and pleasant work environment.
  • Liaising with the landlord for any office maintenance needs, including repairs and security.
  • Managing relationships with external office stakeholders, ensuring timely payments and smooth service.
  • Reviewing and approving office-related invoices.
  • Arranging couriers or taxis as relevant, ensuring processed to correct budget.
  • Receiving and distributing post and large deliveries.
  • Assisting in coordinating and organizing internal office events, such as team lunches, HQ monthly events, office parties, or off-site meetings.
  • Ensuring the office is compliant with health and safety regulations, keeping first-aid kits stocked.
  • Managing desk plans as and when necessary, ensuring to accommodate teams' requirements.
  • Supporting the onboarding process for new hires by preparing welcome packs, organizing workspace setups, ensuring all necessary IT setup, equipment, and office access is prepared.

Requirements

We are looking for someone with strong organizational skills to manage multiple executive schedules and office operations seamlessly, while maintaining accuracy. The ideal candidate should be a self-starter who can anticipate the needs of the executives and the office, manage conflicting priorities, and resolve any issues efficiently. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiarity with office management software and tools like Slack, Trello, or Asana are a plus.

Salary and Benefits

The estimated salary for this position is £45,000 - £55,000 per annum, depending on experience. We offer a range of benefits, including friends and family discounts across all F1 Arcade venues, legendary team parties, quarterly team socials, access to fresh fruit and a fully stocked drinks fridge, loyalty awards, annual bonus scheme, enhanced benefits supporting your family and homelife, discounted gym membership, access to a free weekly group PT session at the on-site health hub, online wellbeing platforms, and health cashback plans.

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