Office & Operations Coordinator

Toaster; Greater London; On-site; GBP 18,000 - 30,000; Part time

Benefits offered by this job

25 days annual leave

Private Health Insurance

Pension scheme

Training budget

Eye tests

Job summary

Toaster is seeking an Office & Operations Coordinator to support our EMEA team on a part-time basis. You will be the operational heartbeat of Toaster's EMEA studio, balancing studio operations, IT and freelancer onboarding, and executive support.

You are a master of logistics, proactive problem-solver, and a confident host who ensures our environment inspires our team and that leadership remains seamless. You will manage front-of-house operations, vendor relationships, IT equipment, onboarding

Qualifications

• Experience in a dual office/HR support role, ideally within a fast-paced agency or startup.
• Strong reception and hospitality skills with calendar coordination and vendor liaison.

Responsibilities

• Lead front-of-house and office operations to maintain a premium, well-organised workspace.
• Oversee IT equipment, onboarding/offboarding of freelancers, and workspace tech provisioning.
• Coordinate culture initiatives, internal communications, and internal events.
• Provide executive PA support to leadership, manage calendars and travel across time zones.

Skills

Front of House

Office Operations

Vendor Management

IT Support

Event Coordination

Communication

Google Workspace

IT Asset Management Tools

Tools

Google Workspace

IT Asset Management Tools

Job description

We are looking for an Office & Operations Coordinator supporting our EMEA team on a part-time basis. You will be the operational heartbeat of Toaster's EMEA studio. This role balances studio operations, IT and freelancer onboarding logistics, trusted executive support, and the activation of our global agency culture. You are a master of logistics, a proactive problem-solver, and a confident host who ensures our physical environment inspires our team, our technology runs smoothly, and our leadership stays seamless.

What you’ll be doing

Studio Operations & Office Management

• Front of House & Hospitality: Act as the welcoming face of Toaster, delivering a premium reception experience for internal teams, clients, and visitors.
• Workspace Excellence: Oversee daily office operations, maintaining high standards of organisation, cleanliness, and layout across meeting rooms, collaboration zones, and communal spaces.
• Vendor & Supplier Management: Manage relationships, contracts, and inventories with external partners (catering, cleaning, utilities, and office supplies).
• Health, Safety & Facilities: Act as the designated Health & Safety officer, ensuring compliance with building maintenance, fire warden/first aid training logs, and risk assessments, and that they are up to date.

IT Operations & Freelance Onboarding

• IT & Equipment Management: Oversee studio hardware, manage IT equipment inventories (laptops, monitors, accessories), and handle basic troubleshooting on our Google Workspace account.
• Freelancer & Team Logistics: Coordinate onboarding and offboarding logistics for freelance creatives, strategists, producers and tech developers, ensuring the relevant paperwork is completed, tech provisioning, and system access.
• Talent Logistics Support: Assist hiring managers with scheduling candidate interviews and booking rooms.

Culture Champion

• Culture Initiatives: Coordinate and champion Toaster’s signature internal programs, including:
  • TERA: Administer and drive the "Employee of the Quarter" nomination and reward process.
  • Toaster Talks & Global Syncs: Manage logistics, scheduling, AV/tech setups, and coordination for global cross-studio alignments and internal inspirational presentations.
• Internal Communications: Gather content, write, and distribute regular agency newsletters to keep our global teams connected, informed, and inspired.
• Event Orchestration: Plan and execute internal social events, team-building activities, summer/winter parties, and studio milestone celebrations.

Executive PA Support

• Leadership Assistance: Provide high-quality, proactive PA support to the CEO, Creative Chair, and Managing Director.
• Calendar & Meeting Management: Manage complex calendars, schedule high-priority internal and client meetings, and resolve scheduling conflicts across multiple time zones.
• Travel Coordination: Organise seamless international and domestic travel itineraries, accommodation, and transport logistics for leadership.
• Administrative Discretion: Draft correspondence, prepare meeting agendas, track action items, and handle confidential executive matters with complete discretion.

What you’re like

• Detail & Precision: Highly detail-oriented. You take pride in absolute accuracy, whether you are managing IT hardware inventories, formatting internal comms, or booking complex travel itineraries.
• Communication & Presence: Naturally people-oriented and a confident communicator. A warm, empathetic professional who brings creative energy to company culture and absolute poise to front-of-house and executive support.
• Work Ethic & Pace: A self-starter with a drive to make things happen at pace. You have a "no task too big or small" attitude and genuinely enjoy operational problem-solving in a fast-moving agency setting.
• The Tech Stack: Tech-savvy and proficient with modern workspace tools, particularly Google Workspace (Docs, Sheets, Slides, Calendar), and basic IT/asset management tools.
• Discretion & Judgment: Exceptional emotional intelligence. You handle sensitive executive details and studio challenges with total confidentiality and sound judgment.
• Organisation & Agility: A natural organiser who can seamlessly switch gears from troubleshooting an AV issue or booking a flight to coordinating a company-wide event.

What you’ll bring

• Experience in a dual office/HR support role, ideally within a creative agency, tech startup, or fast-paced digital environment.
• Experience or interest in supporting international/US teams is a major plus.

Benefits

• 25 days annual leave
• Private Health Insurance
• Pension scheme
• Training budget
• Eye tests

The Agency

Toaster is an award-winning independent product marketing agency built for the digital age. Born in London and now powered by a global collective in San Francisco and New Delhi, we’ve spent over a decade partnering with the world’s most ambitious brands, including Google, Samsung, and YouTube, to turn "what if" into "what’s next."

We don’t just hire for skill; we hire for perspective. We believe that a team reflecting the world’s diversity is our greatest creative engine. Here, you’re encouraged to push boundaries, challenge the status quo, and most importantly, be yourself.

Ready to build something iconic? We’re looking for unique talents from all walks of life. If you need any accommodations during the application process, our People team is here to help.