Office Coordinator

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)

Job Purpose:
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.

RESPONSIBILITIES

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

   

OFFICE

• 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.

   

ADMIN

• 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.

   

  Inbox management 

   

  IT support - servicing equipment and ensuring pieces working efficiently

   

  Overall accountability of office budget

   

  Assist with data entry when required

   

KNOWLEDGE:

• 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 careers@halfpennylondon.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.