Office & People Coordinator Full Time

NewGen is a social-first creative and creator agency that stands at the forefront of culture, creators and community.

On a mission to challenge outdated advertising methodologies and present a new way of doing things, it exists to revolutionise social connections, making advertising more relevant, engaging, fun, and effective. With its genesis as an influencer agency, it has honed its community expertise, connecting with modern consumers in a way that aligns with how it interacts, shares, and makes decisions in the digital age.

The Role

The Office & People Coordinator is the operational engine of the people and office function. This role keeps the business running smoothly day to day, managing the London office environment, supporting HR administration, coordinating logistics for onboarding and offboarding, and ensuring the physical workspace is always professional and well-equipped. It works closely with and reports to the HR & Culture Manager.

Key Responsibilities

Office Operations & Facilities

• Oversee the day-to-day running of the London office, ensuring a professional and welcoming environment
• Manage weekly supply and food orders, stock takes, and inventory
•  Ensure meeting rooms are always prepared and equipped for internal and client meetings
• Act as the primary point of contact for facilities, suppliers, and service providers
• Liaise with the external IT team to support hardware needs and troubleshoot tech issues
• Serve as the London Office Fire Warden and support all associated H&S responsibilities
• Maintain clear, organised documentation within ClickUp and the company dashboard

People & HR Administration

• Support BambooHR data entry, profile updates, and record maintenance when needed
•  Coordinate onboarding and offboarding logistics: hardware, desk setup, IT equipment, access, and equipment returns
• Manage onboarding and offboarding checklists, ensuring timely completion
• Support the Chief of Staff and HR & Culture Manager with day-to-day admin and correspondence

Client & Guest Experience

• Host and coordinate client visits, ensuring a professional and welcoming experience
• Prepare and book meeting rooms and hospitality for client-facing engagements
• Manage last-minute requests for client lunches, room bookings, and operational support

Culture & Events Support

• Support the planning, logistics and coordination of cultural events, team-building activities, and wellness initiatives
• Send daily internal communications recognising birthdays, work anniversaries, and milestones
• Provide presentation support for company-wide communications

What We’re Looking For

• Experience in an office management, operations, or coordinator role
•  Highly organised with strong attention to detail
• Creative and loves planning events!
• A proactive, can-do attitude, comfortable managing multiple tasks simultaneously
• Good communicator who builds strong relationships with internal teams and has a great manner with clients
• Comfortable with HR or people systems (BambooHR experience a bonus)
• A genuine interest in people, culture, and creating a great workplace

Office location & Days

• London Based
• Office days: Tuesday, Wednesday & Thursday

Benefits

• 28 days holiday per year, including bank holidays and a NewGen reset policy that entitles an additional 10 holiday days off per year (post probation)
• Additional birthday day off
• Christmas closure period
• Ben Allowance – Subsidised bespoke benefits package giving you access to benefits you want (Childcare, enhanced pension, healthcare, gym, Netflix, Deliveroo, you name it, it’s on there)
• Access to Aviva Healthcare for private medical insurance (post probation), which includes free therapy and counselling sessions, along with a death in service benefit equivalent to 4x your annual salary
• Enhanced Maternity & Paternity policy and enhanced policies for same sex and non-binary couples
• Enhanced compassionate leave so you can genuinely take the time you need
• Flexible working hours – earlier start for an earlier finish or a later start for a later finish. We want you to work in a way that works best for you and your life
• AI Budget – £30 a month to spend on AI to support your role
• Company summer and winter social gatherings and away days
• Community days – we give you time off to go support a cause you believe in!
• Culture- Enjoy perks such as a fully stocked kitchen, happy hour, monthly vibes and team bonding activities, all alongside an incredible team of people! 

NewGen is committed to building a diverse and inclusive workplace. We welcome applications from all qualified candidates regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.