Office Coordinator

Your career starts with Acosta Europe Job Title: Office Coordinator Location: Woking Salary: Competitive About the Role This role ensures the smooth day-to-day running of the office environment while providing administrative and light-touch diary support to the leadership team. The postholder will coordinate facilities, office supplies, meeting rooms, and general administration, as well as support internal communications, events, and HR processes. This is an ideal opportunity for an organised, proactive individual looking to build experience in executive support, office operations, and internal communications. Key Tasks and Responsibilities Office & Facilities Management Oversee daily office operations to ensure a professional, organised, and welcoming environment. Manage office supplies, stationery, equipment, and vendor relationships. Liaise with cleaners, tradespeople, and maintenance contractors to resolve facilities issues. Coordinate meeting rooms, refreshments, and equipment setups. Support health & safety, access control, and office compliance processes. Manage office car park allocation and coordinate with building management as needed. Act as the first point of contact for clients, visitors, and staff, handling queries and directing them appropriately. Administrative & Executive Support Provide general administrative assistance including document preparation, filing, printing, and data entry. Support the Senior Executive Assistant and senior leadership team with diary management, scheduling, and occasional travel bookings (e.g., hotels, trains). Prepare agendas, reports, presentations, and correspondence for senior directors; attend meetings to take notes as required. Handle confidential and sensitive information with discretion and integrity. Maintain and update records, databases, and filing systems. Assist with HR administration tasks (e.g., holiday tracking, induction logistics, new starter office inductions, ID passes). Events & Project Support Plan, organise, and coordinate internal events such as staff meetings, training sessions, conferences, workshops, and social events (on-site and off-site). Coordinate office engagement events (charity, Christmas, social), including venue sourcing, catering, entertainment, and logistics. Negotiate contracts and agreements with vendors, suppliers, and venues. Monitor and control event budgets and expenses; evaluate event outcomes and prepare reports. Communication & Coordination Be a point of contact for general office queries from employees and visitors. Assist with internal communications, including drafting and distributing notices, emails, newsletters, and intranet content. Manage and update internal communication channels and platforms (intranet, email, social media). Collaborate with different departments to ensure timely and accurate dissemination of information. Conduct regular surveys to measure the effectiveness of internal communications and identify areas for improvement. Additional Support Support senior executives with basic administrative tasks as requested. Assist on small projects or business initiatives under the direction of the Senior EA or Group People and Operations Director. Identify opportunities to streamline or enhance administrative processes and offer valuable solutions. Attend and participate in Operations Executive team meetings. Complete all mandatory training as required. Personal Attributes Positive, helpful, and approachable. Reliable and willing to “pitch in” wherever needed. Confident managing small tasks independently. A flexible and adaptable attitude; willingness to travel as needed. Strong creativity and storytelling skills for engaging internal communications. A team player with an eagerness to learn and develop. Essential Knowledge & Skills Previous experience in office administration, office coordination, or a similar support role (minimum two years preferred). Strong organisational and multitasking ability; able to prioritise and manage multiple tasks in a fast-paced environment. Excellent communication, interpersonal, and customer service skills. Competent IT skills, including Microsoft Office and Outlook. Attention to detail and accuracy. Ability to work proactively, independently, and collaboratively, taking ownership of tasks. Discreet, professional, and trustworthy. Highly Desirable Experience Experience supporting diary or travel arrangements. Experience in facilities coordination or supplier management. Experience working in a fast-paced business environment. Interest and experience in social media, internal communication, or marketing. Interest in progressing into Executive Assistant or broader administrative roles #J-18808-Ljbffr