Office and Facilities Coordinator

Refeyn; Oxford; On-site; GBP 30,000 - 35,000; Full time

Job summary

A leading company in the UK is seeking an Office and Facilities Coordinator to ensure seamless operations at their Oxford office. The role blends executive support with office management, requiring strong communication and organizational skills. Responsibilities include overseeing daily operations, providing administrative support to executives, and fostering a collaborative office culture. The company offers competitive compensation, benefits, and a supportive work environment.

Benefits

25 days annual leave

Up to 7% employer-matched pension contribution

Private health insurance

Flexible working hours

Subsidised weekly lunch

Qualifications

• 3+ years in administrative or office/facilities coordination roles.
• Proven ability to support senior leaders while managing office logistics.

Responsibilities

• Oversee daily office operations, including supplies and meeting room setup.
• Provide high-level administrative support to UK-based executive staff.
• Lead planning and execution of on-site events and employee socials.

Skills

Communication

Organisation

Problem-Solving

Time Management

Education

3+ years in administrative or office/facilities coordination roles

Tools

Microsoft Office

NetSuite

Job description

About the Role

The Office and Facilities Coordinator plays a critical role in ensuring the seamless operation of our UK office. This position blends executive administrative support with office and facilities coordination, providing high-level assistance to senior leaders while maintaining an efficient and welcoming office environment.

You will be the go-to person for administrative support, facilities coordination, office management, and culture-building efforts across the UK sites. You will also collaborate closely with the People team to align operations with company policies and support broader business initiatives.

Key responsibilities include collaborating with the People team to ensure consistent office processes, communications, and events. The role involves offering ad-hoc support to the broader organization, such as booking travel and organizing meetings for visitors to the Boston office.

Strong communication skills, the ability to interact effectively with all levels of the organization, and a willingness to learn are essential. The role requires excellent relationship-building skills, organisation, prioritisation, and adaptability. Discretion is non-negotiable.

This role reports to the Internal Communications and Administrative Services Supervisor.

This role is primarily based onsite at our offices in Oxford.

Primary responsibilities for this role include:

Office & Facilities Coordination

1. Oversee daily office operations, including supplies, snacks, mail, and meeting room setup.
2. Schedule and manage facilities maintenance, repairs, inspections, and contractor visits.
3. Respond promptly to building or equipment issues and emergencies (e.g., alarms, access control).
4. Maintain accurate records of maintenance schedules and costs, including PO creation and budget tracking.
5. Act as primary point of contact for office safety, access systems, and compliance-related duties.

Executive and Administrative Support

1. Provide high-level administrative support to UK-based executive staff, including complex calendar and travel management.
2. Coordinate meetings, prepare materials, manage documentation, and handle confidential information with discretion.
3. Act as the liaison between executives and internal/external stakeholders.
4. Support onboarding processes, working closely with the People team.
5. Assist in preparing presentations, reports, and managing approval workflows (e.g., document signing, policy review).

Culture & Events

1. Champion a collaborative and inclusive office culture.
2. Lead the planning and execution of on-site events, employee socials, leadership visits, and large company meetings.
3. Collaborate with global Admin and People teams to ensure consistency in office policies and engagement initiatives.

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessary to align with the overall business objectives of the organization.

We are ideally looking for someone with the following skills and experience:

Knowledge & Experience

1. 3+ years in administrative or office/facilities coordination roles (executive support experience preferred).
2. Proven ability to support senior leaders while managing office logistics.
3. Experience coordinating with vendors and handling facilities-related emergencies.
4. Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint); familiarity with NetSuite or other ERP systems is a plus.

Skills

1. Strong verbal and written communication skills.
2. Impeccable organisation, time management, and multitasking abilities.
3. High degree of professionalism and discretion in handling confidential information.
4. Proactive problem-solver with a hands-on, can-do attitude.
5. Confidence working independently and as part of a team.

We know there is no such thing as the perfect candidate and that there is great value in transferable skills, so please don't feel you have to tick all of the above boxes to apply!

Why work for Refeyn?

Compensation And Core Benefits

1. We anticipate a salary between £30,000 and £35,000 for this role, depending on the candidate's experience.
2. 25 days annual leave per year in addition to bank holidays.
3. Up to 7% employer-matched pension contribution.
4. Private health insurance from day one plus critical illness cover, income protection, and life insurance.
5. Give as You Earn and Cycle to Work salary sacrifice schemes.

Family Friendly Benefits

Refeyn offers the Enjoy Benefits Nursery Scheme to employees after 3 months, and new parents can benefit from up to 17 weeks fully paid maternity, adoption, and shared parental leave, 4 weeks fully paid paternity leave, plus an annual allowance for emergency childcare.

Supporting your Development

All employees receive access to LinkedIn Learning, which offers thousands of courses to support their personal and professional development. We also run frequent training sessions on both hard and soft skills.

Creating an Engaging Culture

Refeyn supports hybrid working where the role allows and offers flexible start and finish times. We also have a subsidised weekly lunch for onsite employees and a vibrant social calendar which includes holiday parties and midsummer festivals plus an annual team budget for managers to plan team-building activities.