Office Coordinator / Team Assistant - Luxury Skincare brand

Job Title Office Coordinator

Line Manager Executive Assistant to the MD and CEO

Purpose of Role

To manage the company's offices, storage facilities and retail premises from a facilities perspective. The company are currently in the middle of an office fit out and you would take over responsibility for this with the Executive Assistant.

Duties and Responsibilities:

Facilities management

  • Project management of office and retail fit outs

  • Put in place a test and maintenance schedule

  • Ensure that the offices are kept well maintained at all times

  • Manage the contracts and relationships with all office suppliers to include CCTV, security, utilities, entryphone system, cleaners etc.

  • Management of the company's outsourced IT provider

  • Ensure that the company has a record of all equipment issued to staff and that this is kept up to date

  • Ensure new starters have all necessary equipment ready for their first day i.e. laptops, mobile phones, entryphone cards etc.

  • To manage the return of company property from leavers

  • To manage the relationship with the company's mobile network provider

  • Continually review suppliers to ensure that we are getting best value

  • Ensure that the office is kept tidy and well presented at all times, ensuring staff have everything they need

  • Manage and maintain storage facilities

  • Look at ways in which the organisation can be more sustainable in the management of its premises, for example recycling, energy efficiency etc.

  • Ensure that there is an inventory of all office contents in place and that this is kept updated.

  • Ensure that there is an inventory in place of all items in storage. Regularly review to ensure that items that are no longer needed are disposed of appropriately

  • Ensure that the office is adequately supplied with sufficient office supplies - stationery, printer cartridges etc.

  • Work closely with the Office Adminstrator to ensure all tasks are carried out

Health and Safety

  • Ensure that all the necessary risk assessments are in place for the company's premises e. fire risk assessments and that these are carried out on a regular basis.

  • Ensure fire drills are carried out on a regular basis and that the fire alarm system is tested weekly

  • Carry out all employee risk assessments i.e. maternity and DSE risk assessments, ensuring that any necessary adjustments are made

  • Ensure the company has the required number of trained First Aiders and Fire Wardens in place

  • Maintain the company's accident book, first aid supplies etc.


  • Good knowledge and experience of health and safety

  • Prior experience of managing office and retail fit outs to tight budgets and timescales

  • Facilities/office management experience, ideally within a luxury environment

  • Strong project management experience

  • A high level of IT literacy

  • Excellent written and verbal communication skills

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To speak to a recruitment expert please contact Nikki Toumba