Office Support Coordinator Full Time NEW

We are looking for an organised and proactive Office Support Coordinator to join our team on a 6-month fixed-term contract, working 3 days per week from our Hemel Hempstead office.

This is a varied administrative and office support role supporting the day-to-day running of the office and wider business operations. As this is a newly created position, we are looking for someone who is comfortable working in a developing environment, able to work independently, ask the right questions, and help establish practical and efficient ways of working as the role evolves.

The role will support a broad range of office and administrative activities including timesheets, expenses, post management, visitor coordination, office supplies, building access administration, document management, and general office organisation. You will work closely with colleagues across different departments, helping ensure administrative processes are completed accurately, consistently, and on time.

Responsibilities:

• Provide general administrative support to the office and wider team, ensuring tasks are completed accurately and in a timely manner
• Support with the processing, checking and tracking of employee timesheets, including following up on missing or incomplete information where required
• Assist with expenses administration, including checking submissions, collating supporting documentation, flagging missing information, and helping ensure claims are processed in line with company policy
• Maintain office filing systems, both electronic and physical, ensuring documents are stored appropriately and kept up to date
• Support with incoming and outgoing post, including sorting, distributing, scanning, filing and arranging postage or courier collections where required
• Assist with building access administration, including access requests, visitor arrangements, passes, keys, security processes, and maintaining relevant records
• Help coordinate visitors, including signing in, issuing passes and directing them appropriately
• Support with meeting room bookings, room set-up, refreshments and visitor arrangements when needed
• Help coordinate office supplies, stationery and basic equipment requests, ensuring stock levels are maintained where required
• Act as a helpful point of contact for office-related queries, communicating clearly and professionally with colleagues, visitors and suppliers
• Assist with ad hoc administrative requests, including data entry, document formatting and collation of information
• Support with basic invoice, purchase order, supplier, expense or reconciliation administration where required
• Work closely with colleagues across departments to ensure administrative processes are followed consistently
• Coordinate office maintenance requests and liaise with internal teams, building management or external providers where required
• Support with health and safety administration, such as office checklists, visitor logs or basic compliance records
• Maintain noticeboards, office communications or internal announcements where required
• Maintain confidentiality when handling employee, business, financial or commercially sensitive information
• Carry out any other reasonable administrative duties in line with the needs of the business.

Experience:

• Previous administrative or office support experience is essential
• Experience supporting timesheets, expenses, paperwork, office coordination, visitor arrangements, post, building access, facilities administration or basic finance administration would be advantageous
• A good standard of written and spoken English is required
• Enjoys working off own steam without relying on direction, whilst thriving in a fast-paced environment
• Comfortable supporting different teams and adapting to changing priorities.

What We Offer

• Private Medical Insurance (PMI)
• Pension scheme
• Phone allowance
• Company sick pay
• Access to wellbeing support services
• A supportive and collaborative working environment

We are committed to creating an inclusive workplace where everyone feels respected and supported. We welcome applications from all backgrounds and experiences and make recruitment decisions based on skills, experience, and business needs.