Office Coordinator

RQ Biotechnology Ltd.; Greater London; Hybrid; GBP 28,000 - 38,000; Full time

Job summary

RQ Bio in West London is hiring an Office Coordinator to be the operational eyes and ears of our team. You'll manage calendars, arrange travel, coordinate meetings, and handle day-to-day admin with discretion.

This permanent, full-time role is based in West London with 4 days onsite and 1 day from home. You don't need biotech experience, but you should be organized, proactive and capable of supporting senior leaders.

Qualifications

• Around 3+ years' experience in Office Coordination, PA or similar role.
• Strong admin fundamentals and ability to work independently.
• Proven experience managing complex Outlook diaries.
• Experience supporting senior leaders directly.
• Clear, professional written and email communication.
• Organised, detail-oriented with proactive problem solving.

Responsibilities

• Manage complex Outlook calendars for leadership and team.
• Arrange domestic and international travel.
• Run meetings end-to-end: prep, logistics, follow-up.
• Process expenses and perform basic reconciliation.
• Coordinate office, facilities and suppliers.
• Organise events, conferences and catering.
• Handle contract admin and document management.
• Coordinate lab and other shipping logistics.
• Handle confidential information with discretion.
• Spot issues early and fix them before escalation.

Skills

Diary management

Travel arrangements

Meeting coordination

Expense processing

Office & facilities

Event coordination

Document management

Confidential information handling

Proactive problem solving

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

You keep the office running. Now take on more of it.

You manage the diaries, book the flights, chase the suppliers and make sure meetings happen properly. You're ready for a broader role where all that experience matters more. RQ Bio is hiring an Office Coordinator to be the operational eyes and ears of our West London office.

About RQ Bio

RQ Bio is a UK biotechnology company developing long-acting monoclonal antibodies against seasonal influenza. We're a growing team, and the day-to-day running of the business needs to keep up with the science.

The opportunity

This is a broad, hands-on role supporting both the leadership and the wider RQ Bio team. You'll be the person who notices what needs doing and gets it done, whether that's a diary clash, a delayed shipment or an event that needs pulling together.

It suits someone who has mastered the fundamentals of office coordination, team support or PA work and now wants more exposure and responsibility. You don't need a science background. You do need to be organised and reliable, and comfortable working on your own without close supervision.

What you'll be doing

• Managing complex Outlook diaries and scheduling across leadership and the wider team
• Arranging domestic and international business travel
• Running meetings from start to finish: preparation, logistics and follow-up
• Processing expenses and doing basic reconciliation
• Coordinating the office and facilities, and acting as the main contact for suppliers
• Organising events, conferences and catering
• Handling contract admin and document management, keeping version control tight and documents accurate
• Coordinating logistics and shipments, including laboratory logistics
• Handling confidential information with discretion
• Spotting problems early and fixing them before they reach someone else's desk

What we're looking for

• Around 3+ years' experience as an Office Coordinator, Team Assistant, PA, EA or in a similar business support role
• Strong admin fundamentals. You can run with things without being chased
• Proven experience managing complex diaries in Outlook
• Experience supporting senior leaders directly
• Confidence with Microsoft Outlook, Word, Excel and PowerPoint
• Clear, professional written and email communication
• The ability to juggle competing priorities without letting details slip
• Sharp attention to detail and reliable follow-through
• Discretion and professionalism with confidential matters
• Common sense, ownership and a proactive approach to solving problems
• Startup or small-company experience, where roles are broad and everyone pitches in
• A background in a commercial, professional, technology, healthcare or pharmaceutical environment

You don't need biotech experience. Strong coordinators from outside life sciences are very welcome.

Working arrangements and salary

• Permanent, full-time
• Based in West London: 4 days onsite, 1 day working from home. The onsite days are essential and not flexible.