We are looking for an energetic and organised Operations Coordinator to keep things running smoothly in our beautiful Whitechapel studio.
You have at least two years’ experience working in studio or office management role – or carrying out similar duties in a different post. You love it when things are going like clockwork and take real pride in setting up and running the systems that help to make that happen.
You get a buzz out of being organised, are able to plan your own time, and work well under pressure. You are comfortable juggling multiple priorities and always make sure you complete all the tasks you’ve been given by the set deadline. At the same time, you know when to seek help and guidance from your colleagues, and you enjoy being part of a team.
You also enjoy dealing directly with people – whether they are colleagues, clients or suppliers. You are dedicated to providing excellent customer service and are confident in letting others know what you need from them via email, telephone or face to face.
You have a good grounding in financial management and business administration. A qualification relating to business, finance or administration would be an advantage but is not essential.
You are comfortable picking up new software programmes for financial and project management. If you’re asked to look at ways to improve our systems, you’ll come back with options that have been thoroughly researched, with clear pros and cons for each one.
You have an appreciation of the work done by creatives but you are not looking to transition to a design role. But you still want to learn and develop yourself, with the aim of advancing to a more responsible position over time.
And, of course, you must have permission to work in the UK by the start of your employment.
About the job
This is a pivotal role in the studio, staying on top of what needs doing and making sure it gets done. Reporting to the Chief Operating Officer, you’ll be in charge of day-to-day office management and providing support to the senior management and other members of the Operations Team.
You will help to create a pleasant and welcoming environment in the studio, and make sure that clients, colleagues and visitors have everything they need. This means co-ordinating our external suppliers – most notably our office cleaners and our IT support – and ensuring that stationery and other supplies are always kept stocked up.
You will also be responsible for answering calls to our main phone line, and you will help to set up and run meetings and events, including regular internal meetings and staff outings.
At the same time, you will be expected to carry out general financial, administrative and HR tasks, such as processing invoices, payments, petty cash and expenses; organising staff travel and accommodation; and managing new starter inductions and our staff leave calendar.
You will have responsibility for the filing and documentation of work running through the studio, which can involve (re-)organising our office server and/or Google Drive folders, and keeping our website up-to-date as we complete important projects.
Our competitive salary and benefits package includes:
- 25 days holiday per year, plus Christmas closure
- Regular social activities
- Cycle-to-work and tech loans
- Flexible working*
(*Flexible working arrangements are always subject to the needs of the business. It is very important that the studio manager is generally present in the studio during working hours but we will always be open to making reasonable exceptions.)
Soapbox’s mission is to communicate ideas that matter. We work for charities, NGOs, think tanks and research organisations to help make sure their messages reach the right audiences. Our main services include publication design, digital design and development, branding strategy and design, information design, and film and animation.
We are a close-knit, hard-working and ambitious agency with a growing roster of clients both in the UK and around the world, including Chatham House, Imperial College London, UNICEF and many more. Our recently launched US operation already works with the New America Foundation and the FrameWorks Institute, among others.
We look after our people and they tend to stay with us. We have an informal all-agency meeting via video conference each week and there’s a calendar of staff events across the year, including a summer picnic and Christmas walk.
We have two studios – one with stunning views over the City and East End in Whitechapel, and the other on the banks of the Avon in the centre of Bath. Both studios have been fitted out to a high standard, with excellent social spaces.
If that sounds appealing, get in touch.
How to apply
Email your CV and a covering letter to email@example.com