Office & Operations Coordinator

OFFICE & OPERATIONS COORDINATOR   

ABOUT US 

Not Actual Size is a collective of creatives and strategists who build respect for brands. We are an independent, employee-owned B Corp, working in partnership with Global brands such as Dove, Sure/Rexona, and Roche. 

Our services cover the creative spectrum – from truly social-first content creation to turning unseen insights into campaign ideas. We also never forget the beautiful basics and take pride in crafting product pages or lifestyle shots that truly resonate – for us, every detail matters. Our strategy team works closely with our creative team and client partners, providing data, insights and reporting to influence decisions and boost innovation.  

Our approach to work and culture is based on Radical Respect. It is our rebellion against the noise of an ultra-connected world and it means we give obsessive attention to every quietly significant detail in order to boost relevance for our clients, people and society.

ABOUT THE ROLE  

As Office & Operations Coordinator you will be responsible for supporting across all aspects of operations at the agency - from day to day office and studio management to operations support and assisting with resource management. You’ll be confident in creating a great environment for our teams to work in, living our company values and actively contributing to our company culture. 

Role Responsibilities: 

Office and Studio Management: 

• Responsible for the running of both our studio & office space ranging from ordering supplies, reception duties and arranging staff lunches 
• Responsible for the daily opening and closing of our office & studio, and being responsible for security
• Proactively supporting our production team and our busy studio space 
• Organising, storing and taking inventory of production kit and props
• Being a culture champion, embodying NAS values and actively contributing across the whole team 
• Welcoming new starters and ensuring they’re comfortable with all things office related and set up for success from day one 
• Supporting the efficient renewal of utility suppliers, contractors and helping source new suppliers where needed
• Being the first point of contact for any office maintenance 
• Assisting Creative Operations Manager with laptop management and repairs 
• Taking ownership of studio bookings, working across teams to support our hybrid working set up 
• Booking and taking ownership for office events and team travel  

HR Support:

• Support with drafting and populating HR documents
• Taking ownership of company drives, ensuring documents are stored systematically and in line with GDPR
• Supporting with our HR platform 
• Support with employee reviews and collating employee feedback 
• Coordinating new starter onboarding  
• Support the recruitment process by managing job postings, scheduling interviews, and communicating with candidates

Resource Management Support:

• Supporting the management of our freelance database 
• Assisting our Creative Operations Manager with the daily management of our creative teams calendar, ensuring resource is allocated according to project briefs 
• Ensuring our creative resource timesheets are always accurate 
• Assisting with the final stages of the creative workflow process, making sure project team feedback is captured
• Reporting? 

IT Support 

• Assisting Creative Operations Manager with laptop management and repairs
• Being the first point of contact for any laptop maintenance 
• Building relationships with external platforms to ensure we’re getting a competitive quotes for our IT support 
• Setting up and removing new or exiting employees  on company platforms 

This role is office based (in person) in Farringdon, London. Your hours will be Mon-Friday 9.30am- 6pm 

ABOUT YOU

You’ll have some experience from a previous studio or office manager position and as this role will work very closely with our Creative Resource Manager, an agency background is preferred. 

You will support across the entire agency so we’re looking for someone who's comfortable in a busy social role with strong administrative and attention to detail skills. Your day-to-day will be quite broad and you’ll need to manage multiple tasks and prioritise your time effectively and sustainably. NAS is extremely proud of its company culture so you’ll need to work in a way which champions our values and cements our commitment to being a certified BCorp. 

You will be:

• Experienced in managing an office or studio with a heavy emphasis on operations 
• A sociable, confident team member who is comfortable hosting and taking charge
• Able to demonstrate an understanding of effective resource management 
• Interested in best practice HR with a basic understanding of HR policy 
• A problem-solver, able to navigate potential moments of crises with calmness
• A strong communicator and listener, able to work with every person in the business 
• Happy and willing to be on-the-ground and hands-on in the office
• Passionate about maintaining a thriving, creative culture 
• Good organisational, administrative and IT skills
• Tech savvy and comfortable using Google, Slack, Asana, Microsoft 
• From an agency background with a minimum of 2 years experience as an office coordinator, operations or production role 

WHAT NAS OFFERS 

We’re proud to offer a range of benefits that help our team thrive personally and professionally. 

Alongside 33 days holiday, private health insurance, enhanced sick pay, and team lunches and social events, we provide bespoke training packages and weekly cultural listening sessions to fully immerse all employees in the wider industry.

We are a diverse team of creatives, strategists and account managers, and we highly encourage people from all backgrounds to apply. We embrace diversity and believe an inclusive, equitable environment is the key to crafting truly meaningful work. 

If there are any adjustments you need to help you bring your best self to an interview with us please let us know.