Office Coordinator

Office Administrator

Salary: £30,000-£35,000 (pro rata depending on hours)
Contract: Permanent
Hours: Approx. 30 hours per week (part-time)
Working pattern: Ideally spread across 5 days (flexible)
Hybrid working: 3 days in office / 2 days remote

The Opportunity

Our client, a fantastic mid-sized agency, is looking for a highly organised and proactive Office Administrator to support the smooth running of their business.

This is a part-time role offering flexibility, ideally suited to someone balancing post-grad study, childcare commitments, or simply looking for a role that offers more breathing space without losing the buzz of agency life.

The successful candidate will be the go-to person for keeping the office running efficiently, supporting senior leadership with diaries and admin, and ensuring the wider team has a seamless experience day-to-day. They will also play a key role in supporting onboarding logistics and helping deliver agency socials and events.

Key Responsibilities Travel & Expenses

• Coordinating travel bookings for team members, including trains, flights, hotels, and taxis
• Supporting staff with expense submissions and ensuring documentation is accurate and complete

Diary & Meeting Management (SLT Support)

• Providing diary management support to members of the Senior Leadership Team
• Coordinating internal and external meetings and ensuring calendars are accurate and up to date
• Organising meeting rooms, agendas, dial-in details, and required materials

Document & Admin Support

• Maintaining internal documentation, filing systems, and shared drives
• Ensuring key documents are organised, accessible, and kept up to date

Events & Socials

• Coordinating internal team events, socials, celebrations, and agency gatherings
• Supporting planning for seasonal parties, offsites, and team-building activities
• Liaising with venues, suppliers, and external partners to ensure events run smoothly
• Tracking budgets and managing event logistics end-to-end

Onboarding Logistics

• Coordinating onboarding logistics for new starters, including access, equipment, and office setup
• Supporting hiring managers and operations teams to ensure onboarding runs smoothly
• Helping ensure new joiners have the right information ahead of their first day
• Supporting the new joiner experience and ensuring everything is prepared

Supplier Administration

• Supporting supplier management and office purchasing (stationery, refreshments, office supplies, etc.)
• Maintaining supplier records, invoices, and general admin documentation
• Coordinating with suppliers on deliveries, issues, and account queries

General Office Support

• Acting as a key point of contact for office-related queries from staff
• Helping keep the office organised, welcoming, and running efficiently
• Providing ad hoc administrative support to the wider team as required

Skills & Experience Required

• Experience in an office administrator, team assistant, or similar support role
• Strong organisational and time management skills
• Excellent attention to detail, particularly around bookings, documents, and expenses
• Confident juggling multiple tasks and managing priorities
• Friendly and professional communication style
• Comfortable using Microsoft Office / Google Workspace
• Able to work independently and take initiative

Sphere is an equal opportunities employer. We encourage applications regardless of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation, and any other protected status as required by applicable law.

If you require any adjustments or additional support during the recruitment process for any reason whatsoever, please let us know.