Business Coordinator

Deerns France; London; Hybrid; GBP 30,000 - 50,000; Full time

Job description

The Business Coordinator plays a crucial role in ensuring the smooth and efficient operation of our London office. This position is responsible for managing office supplies, overseeing facility maintenance, and coordinating hybrid work schedules to create a well-organised and productive environment. Additionally, this role provides administrative support, facilitates communication across the company, and assists with compliance and risk management. This role requires strong organisational skills, attention to detail, and the ability to liaise with various teams, including IT, finance, and building management, to support daily business operations.

Role responsibilities include:

Administrative Support

1. Manage and organise office-wide communication, including company intranet.
2. Handle correspondence such as emails, phone calls, and post distribution.
3. Plan and coordinate meetings, events, and team activities, including agendas, venues, and catering.
4. Maintain company records, policies, and procedures, ensuring confidentiality and compliance.
5. Ad hoc support to the finance team with example but not limited to expense reports, timesheets, invoices, and payments.
6. Vantagepoint super user.
7. Assistant to the UK Managing Director on general operations projects, admin and tasks.

Staff Support

1. Update resources tracker, hybrid calendar, prepare reports, presentations, and operational dashboards for leadership/management meetings.
2. Address staff queries regarding office resources and policies.
3. Support People & Culture with general tasks related to staff, recruitment, events and office culture.

Compliance and Risk Management

1. Ensure adherence to company policies, health and safety standards, and local regulations.
2. Manage risk assessments and maintain records for audits.
3. Assist with document organisation and ISO 9001 compliance.

Technology and Systems Management

1. Coordinate with IT to ensure office equipment, software, and systems are functioning correctly.
2. Troubleshoot minor IT issues or escalate to the appropriate teams.
3. Maintain access control systems, including issuing employee door fobs and managing security protocols.

Office Management

1. Manage office supplies inventory and ensure timely procurement while maintaining budgetary controls.
2. Oversee facility management, including maintenance, repairs, and liaising with external contractors or service providers.
3. Oversee the maintenance of office amenities, including managing the coffee machine, and ensuring regular purchases of fruits, milk, and other refreshments.
4. Ensure a clean, organised, and safe workspace that complies with health and safety regulations.
5. Coordinate the hybrid working schedule, seating plans, and desk allocations.
6. Act as the main point of contact for building management, security, and cleaning services.

Minimum Requirements:

1. Understanding of office operations and administration best practices.
2. Proven experience in administration, office management or a similar role.
3. Familiarity with compliance, risk management, and health & safety regulations.
4. Excellent organisational and multitasking abilities.
5. Strong communication and interpersonal skills.
6. Proficiency in Microsoft Office Suite (particularly Excel and PowerPoint).
7. Ability to coordinate with multiple teams and external vendors.
8. Problem-solving skills and the ability to work independently.
9. Nice to have experience acting as a fire warden and first aid coordinator where applicable.

Benefits:

1. Competitive salary.
2. 25 days annual leave + UK bank holidays (option to purchase 5 extra days).
3. Perkbox (a range of corporate deals, including health, fitness and entertainment).
4. Life Insurance and long-term sickness coverage.
5. Discretionary annual bonus (up to 10%).
6. Pension (6% employer contribution).
7. Salary Sacrifice.
8. Referral scheme.
9. Cycle to Work scheme.
10. Company social events.
11. Employee Assistance Programme (EAP).
12. Good Habitz access (Learning & Development).
13. Collaborative and supportive work environment.
14. Exposure to diverse, challenging and unique projects.
15. International networking opportunities within the Deerns global group.

We are committed to creating a diverse and inclusive workplace where everyone feels they belong. While we welcome applications from all qualified candidates, we’re particularly keen to encourage applications from groups that are currently under-represented in our sector, including women. Even if you don’t meet every requirement listed, we’d still love to hear from you if you’re passionate about this role.