Job Title: Office Coordinator
Location: Woburn Walk, Bloomsbury, London WC1H
Reports to: Managing Director
Working Hours: Full time, Maternity Contract. Part time job share after maternity contract end (June 2024)
A fantastic opportunity has arisen to join Halfpenny London, a leading British luxury bridal wear brand.
We are looking for a full time Office Coordinator to join the team at our head office site in Bloomsbury, London.
This is a maternity contract with the option to continue in job-share from June 2024. This role is client facing as well as ensuring the smooth running of the back office. The ideal candidate will be exceptionally organised, with prompt communication and a can-do attitude. You will provide our visitors with a memorable experience and exceptional service.
We work in a fast-paced environment, so willingness to learn and a passion for your work are key. We are looking for someone who is highly motivated, strategic and creative, who thrives within a fast-paced, entrepreneurial environment with excellent attention to detail and forward thinking at all time. A great team player with the vision for systems and ideas to enhance both the customers experience and journey of the business too.
FRONT OF HOUSE:
- Hosting clients, opening up and looking after the business sites
Setting up the retail space for the day and closing the spaces down
Consider customer experience, maintaining an enticing space and atmosphere, collateral etc
Support with planning in-house events and off-site activities
Potentially cover additional shifts to facilitate business operations
Managing relationships and projects with key internal and external stakeholders
Follow up bridal appointment enquiries and sales
Customer facing element. Assist in coordinating the diary for bridal appointments and fittings
- Maintain stationary, subsistence and cleaning stock, etc. Place and manage this in line with budgets
Day to day office upkeep and arranging emergency maintenance
Arranging and managing fire safety and first aid training.
Responsible for the Health & Safety function ensuring the business is compliant including, fire safety, office risk assessments, food safety and DSE assessments.
Working with Department Heads ad hoc to support office setup, including re-arranging working stations and equipment
Oversee day to day office operations, including post, deliveries and visitors
Helping with sending, tracking and receiving shipments and deliveries
Helping and supporting team international travel booking. Generate a travel diary for travelling events, and all logistics for local events
Managing the team social and event schedule including Christmas party, birthdays etc.
- Telephone communications
Support the Press Team by dealing with booking out press samples, dispatch and logging returns
Coordinate couriers and deliveries coming and going. Maintain the courier log and issuing of delivery notes
Diary management - support and facilitate meetings and engagements for MD and Founder
Facility management and contracts, i.e. cleaning, security, recycling, F&B vendors, pest control etc.
IT support - servicing equipment and ensuring pieces working efficiently
Overall accountability of office budget
Assist with data entry when required
- Proficient in Microsoft Office, especially Excel and Word
Excellent interpersonal skills
Ability to adapt quickly to changing circumstances
Organised and methodical approach to tasks
If you would like to be considered for this role, please forward your CV, a recent photo, together with a covering letter explaining why you are suitable to email@example.com
Please note, due to a high volume of applications we are unable to respond to each applicant individually. Therefore, if you have not heard from us within 2 weeks please assume that your application has been unsuccessful on this occasion.
Note: This list is not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel in the job. The content above is intended to describe the general nature and level of work being performed by people assigned to the role. This does not establish a contract for employment and are subject to change at the discretion of the employer.