Office Admin Coordinator - Contract

Michael Page (UK); Addlestone; Hybrid; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Hourly pay £16–£20

Temporary contract

Job summary

Michael Page (UK) is seeking an administrative professional to support UK and Ireland teams in a life-science environment in Leatherhead. You will manage suppliers, contracts, vendor setup, POs, and timely invoice processing, while assisting cross-functional teams with processes under company policies.

You will handle diary management, meeting coordination, room bookings, visitor management, and catering, plus IT equipment requests and office supplies coordination with regional teams.

Qualifications

• Experience in administrative, office support, or business coordination roles, preferably in life science or regulated industries.
• Proficient with Microsoft Office applications and SAP or similar financial systems.
• Strong organisational, prioritisation and time management skills with the ability to handle multiple tasks and deadlines.

Responsibilities

• Support management of suppliers including contract administration, vendor setup, PO creation, and timely invoice payments.
• Assist finance, procurement, legal, and internal approvals per company policies.
• Act as a key admin contact for UK & Ireland stakeholders, resolving operational and supplier queries.
• Provide day-to-day admin support: diary management, meeting coordination, room bookings, visitor management, and catering.
• Coordinate IT equipment requests, repairs, upgrades, and office supplies with local/regional/global teams.
• Assist with development, review, approval, printing, storage, distribution, and version control of promotional materials.
• Assist with recruitment administration including interview scheduling, candidate communications, onboarding, and agency liaison.
• Support contracting processes by coordinating documentation prior to contract execution and raising POs.
• Support invoice management with finance to resolve supplier and payment queries.
• Plan and coordinate internal/external meetings, events, workshops; manage logistics as needed.
• Support local/regional projects and initiatives with administrative help.
• Maintain office procedures, records, filing systems, and compliance with health and safety requirements.
• Act as backup to Office Coordinator, covering facilities administration and business continuity.
• Build relationships with stakeholders, suppliers, and partners; contribute to culture of integrity.

Skills

Microsoft Office

English (Fluent)

Tools

SAP

Job description

• Immediate Start
• Administrative support for UK and Ireland Teams.

About Our Client

This role is with a company in the life science industry based in Leatherhead.

Job Description

• Support the management of suppliers, including contract administration, vendor set-up, purchase order creation, and facilitating timely payment of invoices.
• Assist with finance, procurement, legal, and internal approval processes in accordance with company policies and procedures.
• Act as a key administrative contact for UK & Ireland stakeholders, supporting the resolution of operational and supplier-related queries.
• Provide administrative support for day-to-day business activities, including diary management, meeting coordination, room bookings, visitor management, and catering arrangements.
• Coordinate with local, regional, and global teams to support office operations, including IT equipment requests, repairs, upgrades, and office supplies management.
• Support the development, review, approval, printing, storage, distribution, version control, and withdrawal of promotional and non-promotional materials through approved company processes.
• Assist with recruitment administration, including interview scheduling, candidate communications, onboarding activities, and liaison with recruitment agencies where required.
• Support the business contracting process by coordinating required documentation and administrative activities prior to contract execution.
• Raise purchase orders and support invoice management activities, partnering with finance colleagues to resolve supplier and payment queries.
• Assist with the planning and coordination of internal and external meetings, events, workshops, and business activities, including logistics management where required.
• Support local and regional projects and initiatives, providing administrative and organisational assistance as needed.
• Help maintain office procedures, records management, filing systems, and administrative processes in line with company requirements.
• Assist in ensuring compliance with office-related health and safety requirements, escalating issues where appropriate.
• Act as backup to the Office Coordinator, providing support and cover for office management, facilities administration, vendor management, business continuity activities, and other operational responsibilities as required.
• Build and maintain effective working relationships with internal stakeholders, suppliers, and external partners.
• Contribute positively to a culture of integrity, collaboration, and continuous improvement.
• Act in accordance with company policies, industry codes, legal requirements, and compliance standards at all times.

The Successful Applicant

• Experience in an administrative, office support, or business coordination role, preferably within the pharmaceutical or other regulated industry.
• Proficient in Microsoft Office applications and financial systems (e.g. SAP).
• Strong organisational, prioritisation and time management skills, with the ability to manage multiple tasks and competing deadlines.
• Service-oriented with strong problem-solving skills and the ability to work independently, use initiative, and anticipate challenges.
• Excellent communication and interpersonal skills, with the ability to build effective relationships across a range of stakeholders.
• Strong attention to detail and a commitment to delivering high-quality work.
• Fluent in English, both written and verbal.
• Energetic, enthusiastic, adaptable, and able to work effectively as part of a team.

What's on Offer

• Hourly pay ranging from £16.00 to £20.00, dependent on the level of experience.
• Temporary contract offering flexibility and valuable experience in the life science industry.
• Opportunity to work in Leatherhead, a convenient and accessible location.

As an inclusive recruiter we welcome applications from people of all backgrounds, identities and experiences.

If you require any adjustments or accommodations during the recruitment process, we'll work with you to ensure you can perform at your best.