Belfast Office Coordinator

What You'll Do

• Office Operations - Own the day to day running of the office with a strong, consistent onsite presence (5 days per week).
  • Serve as the go to person for all office related queries, ensuring an efficient and well supported workplace.
  • Meet and greet visitors to the Raylo office, ensuring a professional and welcoming experience.
  • Manage all incoming deliveries, making sure they're collected promptly and handled appropriately.
  • Keep the office well stocked with groceries, healthy snacks, drinks, and all essential office supplies.
  • Proactively maintain a clean, tidy, and well organised workspace to consistently high standards.
  • Create a warm and positive experience for new joiners, helping them feel welcome from day one.
  • Support the Talent team with on site interview logistics.
• Systemisation & Process - Build and own the operational backbone of the office.
  • Conduct a thorough audit of the office's current systems and processes within your first weeks, identifying key priorities and areas for improvement.
  • Design, implement, and maintain efficient processes for smooth office coordination across all operational areas.
  • Proactively identify problems before they escalate and put scalable solutions in place.
  • Ensure the office operates as a systemised, well run environment where everything works reliably and consistently.
• Facilities Management - Own the smooth running of office facilities to support a productive workplace.
  • Act quickly on any ad hoc office issues, from Wi Fi and air conditioning to furniture or equipment.
  • Build strong working relationships with external service providers, confidently raising and escalating issues when needed.
• Resource & IT Management - Maintain office supplies, work closely with the Belfast based Head of IT to manage IT hardware setups/returns in London, and oversee general admin support.
• Event Coordination - Support company meetings, office events, and company wide initiatives as a contributing team member (note: event planning is a secondary responsibility of this role).
  • Be a key member of The Raylo Culture Committee.
  • Support and help organise team social events, encouraging team participation.

You'll Succeed With

• 1+ year of experience in Office Management - or a similar hands on, operational role in a comparable sized business and similar office environment. This is essential.
• Operational Excellence - A track record of running office environments efficiently, with a strong instinct for process, organisation, and systemisation. You get things done reliably and to a high standard.
• Systemisation Mindset - You naturally look at how things work, identify inefficiencies, and build better processes. You don't just keep your eyes open, you have a structured approach to auditing and improving operational workflows.
• Strong Organisational Skills - Ability to multitask and manage multiple priorities in a fast moving environment without dropping the ball on the basics.
• Communication & Stakeholder Management - Strong interpersonal skills to engage with all levels of the organisation, including senior leadership. A proactive, can do attitude, taking initiative and addressing issues before they escalated.
• Budget Management - Ability to work within a budget, managing spend responsibly across weekly and monthly office restocks and initiatives.
• Technical Proficiency - G Suite proficient.
• Basic IT Knowledge - Comfortable setting up and supporting IT equipment for meeting rooms and company wide meetings (AV, screens, Wi Fi, etc.).

Opportunities & Benefits

• Share in Raylo's success - Stock options for all employees.
• Get the latest tech - Exclusive Raylo device lease for employees.
• Hybrid working model - that balances flexibility with in person collaboration, empowering you to do your best work while staying connected with the team.
• 33 days off, your way - 25 days + 8 bank holidays with full flexibility to use on the days that mean the most to you.
• Invest in your growth - L&D budget to support the skills you value.
• Fast track your career - Two performance reviews a year.
• Family first policies - Enhanced maternity, paternity, adoption or shared parental leave, if you've been with us for 12 months.
• Save big on childcare - Workplace nursery scheme for major cost savings.
• Perks on perks - Perkbox membership with discounts & wellbeing benefits.
• Good times, guaranteed - Optional quarterly socials, plus summer & Christmas parties.