Office Coordinator

What You'll Do

As Office Coordinator, you'll play a key role in shaping a seamless, high performing workplace experience in our London office. Partnering closely with the Operations Manager, you'll help create a safe, efficient, and inspiring environment where teams can do their best work every day. From supporting facilities management to keeping day to day operations running effortlessly, you'll be at the heart of what makes the office tick.

You'll also take part in how our showrooms are presented daily by ensuring they are consistently polished, thoughtfully maintained and ready to impress at any moment. With a strong eye for detail and a service first mindset, you'll help create a space that reflects the quality of our brands and delivers an exceptional experience for everyone who walks through the doors.

Reporting into the Operations Manager, you'll collaborate with the People & Culture, and IT teams across the London and EMEAI locations to ensure everything runs smoothly and business needs are met with clarity and precision at our London base.

We're looking for someone who is naturally organised, proactive, and takes ownership. You're comfortable juggling multiple priorities, have a sharp eye for detail, and take pride in delivering a high standard of presentation and service. You enjoy solving problems before they arise and don't just keep things running, you actively look for ways to improve how things work. A true team player, you bring energy, initiative, and a "no task too small" mindset to everything you do.

What You'll Be Working On

• Be the face of the office, creating a welcoming and high energy environment that reflects the brand and culture
• Oversee day to day office operations, ensuring all spaces are organised, functional, and presentation ready at all times
• Provide direct administrative supports as needed, including scheduling appointments, meetings and events, maintaining filing system, mailing and shipping packages, as well as being the main contact for office deliveries at the building loading bay
• Assist in the oversight and maintenance of office equipment for uninterrupted function, identify and fulfil office supply needs ensuring supplies are constantly restocked
• Oversee the weekly grocery budget and deliveries, maintaining strong attention to detail with stock levels and ordering proactively to ensure the office is consistently well supplied
• Assist the Operations Manager with the office budget and coordinate with finance to ensure timely payment to vendors
• Support with operations safety management and policies and procedures
• Assist the Operations Manager with the coordination of internal and external resources, and cultivate relationships with vendors
• Provide executive and administrative support and coordination as needed including managing calendars
• Keep the office, kitchens and toilets clean, tidy and fully stocked at all times. Checking the office and toilets several times during the day to ensure this is maintained to a high standard
• Provide support for internal events and meetings as necessary
• Support onboarding and offboarding processes to ensure a seamless employee experience
• Act as a central point of contact for employee requests, troubleshooting issues quickly and proactively
• Assist with facilities projects, office moves, and space optimisation initiatives
• Support on Employee Experience events and programs in partnership with the Operations Manager and the People & Culture team
• Assist in other ad hoc duties as required

Must Haves

• 1+ years of Office Coordinator experience
• Naturally proactive and always thinking ahead. Able to spot what's needed before it's asked and taking ownership to make it happen
• Ability to operate effectively & efficiently in a fast paced environment
• Must exhibit excellent attention to detail, superb time management and good organisational skills, as well as the ability to appropriately prioritise tasks
• Must be energetic, highly motivated and able to multi task
• A self starter who provides white glove customer service
• Must be an adaptable problem solver with the curiosity to learn
• Excellent written, interpersonal and communication skills
• Advanced computer skills and experience using email tools and online platforms (Box, Zoom)
• Proficiency in Microsoft Office, with aptitude to learn new software and systems
• Discreet, diplomatic and ability to liaise at all levels
• This is a hands on role that involves handling deliveries and moving items. The role requires a level of physical strength to enable lifting and carrying for example boxes and furniture. Reasonable adjustments will be considered in line with business needs

Authentic is an equal opportunity employer and we value and embrace the diversity and inclusion of all Team Members. We do not discriminate on the basis of gender, gender identity, sexual orientation, race, national origin, disability, age, marital status, protected veteran status, or other legally protected status.

For individuals with disabilities or religious obligations who would like to request an accommodation, please contact .