Office & Admin Coordinator

About us

We’re an award-winning, global production and creative agency creating live experiences that stay with you for a lifetime.

We produce some of the biggest and most highly acclaimed events across the globe, with the biggest artists from across the world. Find out more at: https://wearefab.com/ and check out our instagram.

About the role

We are looking for an organised, positive, and confident individual to come join our team in the London office. You’ll be the friendly face that welcomes everyone and you will ensure the day to day operations of the office runs smoothly. You will also work within the Operations & Finance teams, supporting administrative tasks as required.

As the Office & Admin Coordinator you will be pivotal to the successful running of our company operations. If you’re proactive, love working in a fast-paced environment and excited by the world of events then this role is for you.

The role will report to the Head of Business Operations and Head of Finance.

Responsibilities

To act as the first point of contact for staff, visitors, and clients; including inducting new starters, office tours, supporting with equipment ordering/ setup and generally assisting with the induction process.
You will be the first person into the office in the morning, ensuring everything is ready for the day ahead.
To manage the day-to-day running of the office, including supplies, equipment, post, maintenance, and overall tidiness whilst overseeing, maintaining and distributing the office handbook and any training guides.
To process, file and action any post that comes to the office, ensuring everything is responded to appropriately and within a timely manner.
To liaise with building management and external vendors for maintenance, cleaning, and deliveries.
To provide administrative support to the Operations and Finance teams, and to coordinate and manage general team and office administration, being the first point of contact for all enquiries, including the monitoring of various email accounts.
To develop efficient processes for all administrative activities, including but not limited to booking travel, processing freelancer payment reports and managing regular bill payments. This will be in line with the company Expenses & Invoicing Policy, with responsibility for processing our freelance colleagues’ payments & expenses using appropriate company systems.
To keep office & equipment budgets updated and process expenses for the internal team.
To work closely with the Finance team to keep accurate records of the companies’ assets, whilst tracking what equipment has been ordered, distributed and returned.
To support the finance team with financial reconciliation, processing expenses, and keeping documents up to date as required.
To support individual training on company systems including Google Workspace, Slack, Liveforce, Xero, Dext, CharlieHR.
To coordinate internal communications including contributing to the FAB Portal (Intranet), supporting People & Culture initiatives (Charity committee), company events & general communications.
To work closely with the wider Operations teams to share and discuss ideas, best practices and agreed ways of working (including possible mechanisms to provide holiday/sickness cover within the team efficiently) to assist with establishing efficient working practices across the company.
To actively give due regard to health, safety and compliance to both themselves and others when carrying out their duties.
There may be times where you are required to work onsite, undertaking a role as part of our events team. This is not guaranteed and depends upon how busy the office is and your ability to maintain your day to day role, which takes priority. If you were requested to work onsite, your working hours will change during that time to reflect the hours as required to support the project. To undertake any other duties that may reasonably be requested appropriate to the grade.

Requirements

Approachable, resilient and friendly.
Proactive, logical and analytical approach to tasks.
Knowledge of Google Workspace, including Gmail, Calendar, Docs, Sheets & Slides.
Previous administrative experience preferably gained in an office environment.
Proven experience in implementing, improving and maintaining office operations & systems.
Experience in dealing with departmental expenditure.
A proven self-starter with the ability to work independently with the initiative to make decisions and problem solve as necessary.
Strong organisational skills with the ability to prioritise and meet deadlines effectively.
Demonstrable communication skills, with a professional phone manner and the ability to draft complex email correspondence.
Excellent interpersonal skills with the ability to mix with internal and external stakeholders at all levels, and to be able to handle issues with tact, discretion, sensitivity and diplomacy in a confidential environment.
High standards of accuracy and attention to detail.

Salary

£23,500 per annun

Contract Type

12 Month Fixed term contract (with possibility of extension

Start Date

ASAP

Location

Working from our London office (central) 5 days a week

Working Hours

Generally Monday – Friday 8.45am – 5pm and extra hours as needed.

Additional offering

Holiday allowance: Uncapped (following successful completion of 3 month probationary period).
Healthy Living Allowance: We proactively support our team to feel their best and provide the opportunity to apply for monthly contributions towards their favourite physical activities or subscriptions.
Annual Far and Beyond team events, with seasonal celebration events.
Sociable office environment with frequent team social events (yes we do really like each other!)
Access to CharlieHR perks and discounts.
Company pension enrolment (following successful completion of 3 month probationary period).
All equipment provided as required.
International travel insurance when travelling for projects.

Far and Beyond to arrange all working visas as required (if working internationally).

Office & Admin Coordinator