London, UK
Operations coordinator
at Heatherwick Studio
Heatherwick Studio is hiring an operations coordinator to join its team in London.
The studio is seeking an experienced coordinator to support the finance and operations director and assist the finance, property, archive and IT teams with administrative tasks. The candidate will have excellent interpersonal skills, be extremely well organised, possess a passion for the role, creativity, resilience and enthusiasm, and have experience of administration in organisations of a similar size and complexity.
Key responsibilities:
- support the finance and operations team with tasks including diary management, meeting room bookings, planning team meetings, organisation of team hospitality events, absence management, email management, supporting presentations and other similar tasks as required
- support the property, archive, IT and finance teams by raising and receipting purchase orders for suppliers, completing expense claim forms, filing, storage, archiving, and other regular administrative tasks as required
- maintain a central supplier contracts schedule for the finance and operations domain, with proactive communication to the relevant teams of supplier contract renewals; support the teams with supplier research and comparison as required
- support the facilities manager with health and safety administration as required
- provide administrative support for ad hoc projects, including the studio relocation project, being available to facilitate site visits as required
- be the central point of contact for the finance and operations team for other studio teams on all administrative matters
- building excellent working relationships across the team and the wider studio, organising team-building events that foster enthusiasm, creativity and positivity
Key relationships
The key relationships in this role are:
- finance and operations director
- facilities team
- studio experience team
- collection and archive team
- digital systems team
- other studio administrators
Experience and skills:
- administrative support to director level at a similar sized/type of organisation
- excellent IT skills, skills including Microsoft Office Suite – proficient use of Word, Excel, PowerPoint and Outlook
- outstanding organisation and planning skills
- excellent verbal and written communication and interpersonal skills strong problem solving skills
- ability to embrace ambiguity
- strong attention to detail
- professionalism and flexibility
- self-starter, proactively working with minimal supervision
- desire to constantly improve processes and systems
- passionate, positive, energetic, highly motivated, with an enquiring mind
- flexible and adaptable approach to managing changing work requirements and varying volumes of work
- ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work
Contract type
This is a permanent, full-time role, based primarily in the studio premises in King’s Cross, London. Flexibility in working hours is required where work may be required to take place in evenings or weekends.
Training and continuing professional development
The studio aims to attract and develop the best talent and create a supportive environment in which studio members can learn and develop. Training is provided to increase technical skills and to address identified professional development needs.