Events & Office Coordinator – EMEA Travel

Threatlocker Inc; Reading; On-site; GBP 24,000 - 32,000; Full time

Job summary

ThreatLocker is seeking an Events and Office Administrator to join its Reading office. This full-time role covers event coordination, travel planning for EMEA staff, inventory and vendor management, and everyday office support.

Based in Reading, you will liaison with teams, assist with onboarding/offboarding, manage mail and shipments, reception duties and general admin tasks, ensuring smooth office operations. Working hours are 9-6 daily.

Responsibilities

• Liaise with event planning team and local team leads to schedule trade show attendees and track/update data in relevant systems.
• Provide support in organizing and coordinating office events and meetings.
• Assist in scheduling appointments, meetings and maintaining office calendars.
• Co-ordinate and book travel itineraries for all EMEA employees.
• Manage all itinerary change requests, cancellations and refunds where necessary.
• Maintain accurate travel records and invoices and ensure information is kept up to date in relevant systems.
• Manage & track inventory levels for swag, merchandise and trade show materials, replenishing when necessary.
• Co-ordinate and prepare trade show Go-Bags, ensuring provision of essential materials.
• Support VP with monitoring of local IT supplies and IT peripherals. Ordering and replacing when required.
• Assist with basic technology related tasks, such as troubleshooting minor office equipment issues and day to day maintenance of key equipment - printer, scanner etc.
• Maintain accurate records of all relevant invoices and accounts receivable.
• Raise POs and set up New Vendors in Accounting system when required.
• Consistently follow company policies and processes with Accounts payable to ensure accurate and transparent record keeping.
• Support central Finance team with AP/AR queries when required.
• Main point of contact for liaising with third parties and contractors such as Cleaners, Maintenance, Building Owners, Security System Providers etc.
• Monitoring and ordering all canteen supplies - dairy, fruit, coffee, snacks, beverages etc.
• Day-to-day replenishing of canteen supplies.
• Responsible for upkeep and maintenance of key equipment - coffee machine, water fountain etc.
• Responsible for day-to-day upkeep of office and canteen ensuring areas are orderly and tidy.
• Monitor and replenish office supplies ensuring sufficient stock levels for day-to-day operations.
• Support management and internal Talent Acquisition team when necessary, with interview scheduling and correspondence.
• Support management with new hire onboarding process ensuring all relevant equipment and supplies are in place, peripherals, phones, access fobs etc.
• Support management with employee offboarding process ensuring all relevant equipment and supplies are accounted for and deactivated where necessary.
• Tracking employee milestones ensuring key anniversaries are recognised as per company policies.
• Manage incoming and outgoing mail and shipments. Maintaining accurate records and forwarding to relevant personnel.
• Greet and assist visitors, ensuring a positive and professional experience.
• Manage incoming calls, emails and inquiries, directing them to the appropriate personnel.
• Assist with general administrative tasks such as data entry, filing and document management.
• Maintain accurate and organized records, including employee records, invoices and other relevant documents.
• Undertake additional tasks and projects as required, adapting to the evolving needs of the office.

Job description

ThreatLocker is seeking an Events and Office Administrator to join its Reading office. This full-time role covers event coordination, travel planning for EMEA staff, inventory and vendor management, and everyday office support.

Based in Reading, you will liaison with teams, assist with onboarding/offboarding, manage mail and shipments, reception duties and general admin tasks, ensuring smooth office operations. Working hours are 9-6 daily.