Operations and Admin Coordinator

Location
London
Salary
£24,000 – £34,000
Level
Midweight, Junior
Type
Full Time
Job Posted
Applications Close
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Job Description

Operations & Admin Coordinator(full-time role)

  • 4 or 5 days a week tbc
  • Salary: £24,000 - £34,000 full-time (pro-rata if 4 days)
  • Standard working hours 9:30 - 17:30 with 1 hr lunch break
  • Start date ASAP
  • 4-month probationary period

About Scriberia

Scriberia is a unique business with a unique story to tell. We partner with organisations, big and small, all over the world, and empower them to think, work and communicate visually

Our commitment to diversity and inclusion

We are proud signatories of Business in the Community’s Race at Work Charter, and as such, are committed to taking action that supports ethnic minority career progression and diversity in the workplace. We guarantee an interview to any candidate who identifies as D/deaf, disabled, neurodivergent or as a person of colour, who can demonstrate they have the essential skills and experience required for the role.

About you

The Operations and Admin Coordinator is a key role within our vibrant and growing creative company. This role will provide overall operational support to our busy office, assist our Finance Manager with everyday tasks and support our Client team wherever necessary with administrative duties. This role will be based primarily in our King's Cross studio.

Key Responsibilities

OPERATIONS

  • Maintain a conducive working environment by overseeing office operations.
  • Handle phone inquiries and direct them to the appropriate staff.
  • Welcome visitors, offer refreshments and manage door duties.
  • Manage stationery and supplies procurement.
  • Organise company-wide gatherings and events.
  • Ensure regular Fire safety and Security maintenance for the building.
  • Assist with ad-hoc repairs, refurbishments, and maintenance.
  • Keep a log of technical equipment, troubleshoot, and arrange repairs.
  • Update employee records and create necessary spreadsheets.
  • Conduct basic IT troubleshooting and arrange for repairs.
  • Review and ensure compliance with IT security policies and systems.
  • Support recruitment processes by assisting with admin and scheduling.
  • Assist with HR admin tasks, including drafting contracts, onboarding, and record-keeping.
  • Maintain People & Ops forecast against actual spending.
  • Assist with IP, Copyright, and Data Protection queries and liaise with lawyers as needed.

FINANCE ADMIN

  • Keeping day-to-day transactions up to date
  • Weekly payment run
  • Banks and Credit Cards reconciliations (GBP, USD, Euro)
  • Managing both Purchase ledger, Sales ledger, and processing invoices
  • Assisting with month-end activities and accurate record-keeping

CLIENTS ADMIN

  • Supporting our Client Coordinator and Production team where required with administrative tasks in our CRM (Hubspot) or project management system (Hive)
  • Potentially covering for this role during holidays / absence
  • Assisting with inbound client enquiries / messages / phone calls, communicating professionally and directing to the relevant member of the team

Essential Skills

  • At least 2+ years background in operational / admin / maintenance roles, preferably working in creative businesses
  • Strong numeracy, analytical and problem-solving skills
  • Excellent organisational and time management skills
  • A friendly and positive attitude with strong people skills
  • Attention to detail and high accuracy in data entry
  • Outstanding verbal and written communication skills
  • Self-motivated with good organisational skills
  • Curious and willing to learn

Desirable Skills

Proficiency in software e.g. Xero, Excel, Google Sheets, or a willingness/ability to quickly learn new systems.

Need to know

We are a fully-distributed team with a central London studio in King’s Cross. This role will require you to be in the London studio to fulfil your duties on a weekly basis. The start date for this role is ASAP, so please don't delay your application.

Benefits include

  • 22 days holidays pa (pro-rated if working 4 days a week)
  • One additional day off for your birthday
  • Creative environment, exciting learning and development programme
  • Wellbeing days - we offer 2 days in addition to the holiday allowance every year for you to proactively recharge your batteries and look after yourself.
  • Healthcare - Company Health Insurance Scheme with Benenden Health following successful completion of the probationary period.
  • Socials - Regular team social and learning events, as well as summer and winter get-togethers with the wider company.

How to apply

Please send your CV and cover letter explaining what interests you in the role and Scriberia, relevant skills and experience, and address the questions listed below to jobs@scriberia.com with ‘Operations and Admin Coordinator’ in the subject line no later than February 28th.

Within your cover letter, please provide answers to the following:

  • Do you currently live in the UK with permanent residency?
  • What is your current notice period?
  • Would you prefer to work 4 or 5 days a week?
  • Can you work at our King's Cross studio at least 3-4 days a week?
  • What are your salary expectations for this role?
  • On a scale of 1-10, can you rate your proficiency in using Microsoft Excel?
  • On a scale of 1 to 10, can you rate your proficiency in using Xero or similar financial software?
  • How many years of office management experience do you have?
  • Do you have experience in the creative industries?
Job ID #1720662861