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OFFICE AND ADMIN COORDINATOR
About Visual Architects:
Visual Architects is an award-winning creative company specializing in immersive scenography and event design. We are passionate about transforming spaces and creating unforgettable experiences. We are looking for a highly organized and proactive Office Coordinator to join our dynamic team and ensure the smooth operation of our office environment.
Role Overview:
The Office Coordinator plays a crucial role in supporting the daily operations of Visual Architects. This position is responsible for maintaining an efficient and welcoming office environment, providing administrative support to various departments, and ensuring that all office-related tasks are handled effectively. The ideal candidate will be a highly motivated individual with excellent organizational and communication skills, capable of managing multiple priorities in a fast-paced creative setting.
Admin, Operations & Diary Management
Handle all warehouse-based admin and correspondence
Manage company inbox and CEOs’ inboxes
Manage diaries for CEOs
Manage company WhatsApp groups and calendars
Organise all company travel (flights, hotels, transport) and act as the point of contact
Coordinate internal and external contractors
Maintain office operations and stock (office/kitchen/dancefloor assets)
Book/liaise with external services (fire alarm, CCTV, etc.)
Manage cleaner
Handle storage/Google Drive issues
Be point of contact for facilities repairs
Subscriptions management
customs issues
Organise and complete the weekly shopping for office and diary essentials such as tea, coffee, snacks, and other supplies
Organise internal events (team days, birthdays, Christmas parties)
Explore youth employment charity grants/funding for hiring
🔹 Legal, Insurance, Compliance & Facilities
Oversee company insurances (excluding accounting) such as public liability, van insurance, claims, damages
Support and oversee legal matters and documentation (ideally with legal knowledge)
Manage services, inspections, and machinery/electrical compliance
Conduct yearly risk assessments
Maintain warehouse health and safety standards (including fire safety)
Schedule and record machinery maintenance and contractor service visits
🔹 Monitoring, Reporting & Systems
Implement and maintain sign-in/sign-out system
Maintain weekly tracker of freelancers (hours worked, job site, pay status)
Track item condition and usage patterns (flag recurring issues)
Required Skills and Qualifications:
Desirable Attributes:
Why Join Visual Architects?
At Visual Architects, you'll be part of an innovative and passionate team that pushes the boundaries of event design. We offer a dynamic work environment where creativity thrives and every team member contributes to our success.
To Apply:
Please send your CV and a cover letter to [email protected].