Office Coordinator

Job Title: Office Coordinator

Location: Denton, South Manchester – Office Based

Company: Visual Architects

About us

Visual Architects is a leading design and experience company known for pushing creative boundaries and delivering immersive environments that captivate and inspire. As we continue to grow, we are looking for a highly organised, proactive, and resourceful Executive Assistant & Office Coordinator to support our Director and help ensure the smooth running of both the business and its internal operations.

The Role

This is a hybrid position that combines the high-level executive support of a Personal Assistant with the operational focus of an Office Coordinator. You’ll also work closely with the HR team, assisting with recruitment, engagement initiatives, and general administration. You’ll need to be confident handling legal contracts, liaising with key stakeholders, and juggling a variety of tasks with discretion, initiative, and professionalism.

Key Responsibilities:

Suport to Directors

• Provide high-level administrative support to the Director
• Manage calendars, schedule meetings, and coordinate travel
• Prepare reports, presentations, and business correspondence
• Act as the first point of contact for internal and external communications
• Liaise with clients, partners, and senior stakeholders on behalf of the Director
• Support with project tracking and key business initiatives
• Assist with ad hoc personal tasks and errands as required
• Maintain strict confidentiality and handle sensitive information professionally

Office Coordination and Administration

• Oversee day-to-day office operations and supplies (stationery, teas, coffe ect)
• Liaise with service providers, contractors, and building management
• Organise internal meetings, team activities, and company-wide communications
• Maintain company records, documents, and office filing systems
• Support company-wide initiatives and business events

HR Support

• Assist in coordinating recruitment processes (job postings, interviews, onboarding)
• Support employee engagement activities and internal communications
• Help maintain HR records and documentation
• Contribute to a positive team culture and internal wellbeing initiatives

Legal and Compliance

• Assist with the preparation and review of legal contracts and service agreements
• Maintain accurate and up-to-date files for contracts and legal correspondence
• Liaise with external legal advisors as required

What are we looking for:

• Proven experience as an Executive Assistant, Office Coordinator, or similar administrative role
• Strong organisational and multitasking skills
• Excellent communication and interpersonal abilities
• Experience supporting HR or recruitment processes is highly desirable
• Working knowledge of legal contracts and basic compliance processes
• Proficiency in Google Workspace and/or Microsoft Office
• A proactive mindset and a high level of discretion and professionalism
• Experience in creative industries or fast-paced SMEs is a plus

Why Join us

• Competitive salary based on experience
• A creative, collaborative team culture
• Opportunities for growth in a dynamic company
• Access to exciting events and industry experiences
• Birthday off
• Free parking
• Access to a number of discounts across different shops and services
• Pension scheme

How to apply

If you're a highly organised and driven individual who thrives in a fast-paced, creative environment, we’d love to hear from you. Send your CV and a brief cover letter outlining your experience to [email protected].