Administrative Office Coordinator

Office Coordinator / Administrator

Location: Manchester, UK (Onsite)

Duration: 8-Month Fixed-Term Contract (Maternity Cover) with Potential Extension or Permanent Opportunity

Salary: £30,000-£40,000

Overview

Our client is seeking a professional, proactive, and hospitality-focused Office Coordinator / Administrator to support a dynamic corporate office environment in Manchester. This highly visible role is responsible for ensuring a seamless workplace experience for employees, visitors, candidates, vendors and senior leadership.

The successful candidate will serve as the face of the office, balancing front-of-house responsibilities with office administration, employee experience initiatives, event coordination, and facilities support. This position is ideal for someone who enjoys creating a welcoming, organised, and engaging workplace while maintaining high standards of professionalism and service.

Key Responsibilities

Front Office & Administrative Support

• Serve as the primary point of contact for employees, visitors, candidates, vendors, and guests, providing a professional and welcoming experience.
• Greet and assist visitors, ensuring all reception and visitor management processes are followed.
• Manage incoming mail, courier deliveries, and outgoing shipments.
• Monitor and replenish office supplies, refreshments, and shared workplace resources, ensuring stock levels are maintained.
• Support office access management, including badges, key fobs, and visitor access coordination.
• Assist with workspace allocation, seating arrangements, and office organization.
• Coordinate maintenance requests and liaise with relevant service providers to resolve office-related issues.
• Manage meeting room bookings, shared calendars, and event space scheduling.
• Maintain accurate records and support administrative tasks, including data entry and document management.
• Utilize internal systems such as Microsoft Office, SharePoint, and ServiceNow to support office operations.
• Act as a key point of contact for both the Manchester office and any assigned remote office locations.

Employee Experience & Event Coordination

• Coordinate and support internal meetings, team lunches, office events, celebrations, and employee engagement activities.
• Assist with wellness initiatives and workplace culture programmes.
• Organize catering, external vendors, and event logistics.
• Maintain conference rooms, kitchen areas, breakout spaces, and communal areas to a high standard.
• Anticipate employee and guest needs to deliver a positive and seamless workplace experience.
• Foster a professional, collaborative and hospitality-driven office environment.

Facilities & Vendor Management

• Partner with the Office Manager and Facilities team to support daily office operations and workplace projects.
• Liaise with building management regarding maintenance, health and safety, and facilities-related matters.
• Coordinate vendor services, deliveries, and office contracts as required.
• Support office compliance requirements, policies, and operational procedures.
• Assist with workplace audits, inspections and documentation when needed.

Required Qualifications & Experience

• Minimum of 2 years’ experience in an Office Coordinator, Office Administrator, Reception, Workplace Experience, or similar administrative support role.
• Strong customer service and hospitality-focused approach.
• Excellent verbal and written communication skills.
• Exceptional organisational skills with strong attention to detail.
• Ability to manage multiple priorities and work independently in a fast-paced office environment.
• Professional and confident presence with the ability to interact effectively at all levels of the organisation, including senior leadership.
• Strong problem-solving skills and a proactive approach to identifying and addressing workplace needs.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Experience using SharePoint, ServiceNow, or similar workplace management systems is desirable.
• Must have the legal right to work in the UK without sponsorship.

Key Competencies

• Hospitality and customer service excellence
• Professional front-of-house presence
• Initiative and proactive problem-solving
• Strong interpersonal and relationship-building skills
• Attention to detail and organisational effectiveness
• Adaptability and ability to prioritise competing demands
• Executive-level professionalism and discretion
• Process adherence and operational consistency

Top Requirements for Success

1. Demonstrated commitment to delivering an exceptional workplace and visitor experience.
2. Proactive mindset with the ability to anticipate needs and take ownership of tasks.
3. Strong communication skills and confidence interacting with stakeholders at all levels.
4. Professional, approachable, and service-oriented demeanour.
5. Excellent organisational and multitasking abilities.
6. Experience supporting executives and working within a highly visible office environment.
7. Ability to follow established procedures, training guides, and documentation standards while maintaining accuracy and consistency.

What They Offer

• Opportunity to join a professional and collaborative corporate environment.
• Exposure to senior leadership and cross-functional teams.
• Varied and engaging responsibilities across office operations and employee experience.
• Potential for contract extension or permanent employment based on business needs and performance.