Office Coordinator

Role: Office Coordinator

Reports into: Senior People Partner

Location: Canary Wharf, London

Contract Type: Part time, Permanent (job share)

Working Days: Two days one week, three days the next

Working Hours: 8am - 4:30pm on working days

Who we are:

Broadwick is a multifaceted international company with headquarters in London who create, develop, own and operate a diverse portfolio of venues, spaces, events and experiences.

We believe in redefining spaces and how people experience music, art, culture and recreation by breaking down the traditional barriers. Our history and heritage is deeply rooted in music, building a portfolio of 20 global festivals before selling the portfolio in 2019 to focus on our growing portfolio of venues that includes Printworks London, Depot Mayfield Manchester, Drumsheds London, Exhibition White City and Magazine London.

Collectively we strive to push boundaries and disrupt the cultural landscape by combining big thinking, bold ideas and commercial intelligence to produce spaces and experiences for discerning audiences in inspiring locations.

Our team:

Our people are at the heart of everything we do. We're proud to attract and hire a diverse group of talented individuals who are excited to be part of our mission. But it's not just about recruitment for us, we’re focused on helping our team grow, develop into leaders, and build a strong, values-driven culture that aligns with our goals.

We’re all about creating an inclusive, innovative, and supportive workplace where everyone feels valued and inspired to do their best work. By fostering a sense of collaboration and belonging, we make sure our people thrive, which in turn helps us achieve success as a company.

What we’re looking for:

You’ll be the friendly face that welcomes everyone to the office each day! Along with managing the reception desk, you’ll ensure the Broadwick office runs seamlessly, whilst offering support to our other offices across London when needed. From handling general admin tasks to ensuring the team has everything they need to do their best work; you’ll keep things running smoothly every day.

What you’ll be responsible for:

Front of House and Office Coordination

• Creating a welcoming, professional experience for colleagues, guests, clients and candidates, and acting as a trusted first point of contact.
• Keeping the office running smoothly, including shared inboxes, calls, meeting spaces, access, post, deliveries and supplies, and supporting our other offices when needed.

Leadership Support and Diary Management

• Sharing diary management and day-to-day PA support for leadership, coordinating meetings, appointments and arrangements, and keeping priorities and diary changes clearly communicated.
• Helping leaders stay organised through meeting preparation, correspondence, expenses and ad hoc administrative support, handling sensitive information with discretion.

Administration and Purchasing

• Sharing responsibility for general administration, purchase orders and purchasing processes, keeping receipts and records accurate and up to date, and following through on orders and queries.
• Keeping office projects and actions updated on monday.com, and supporting the rollout of business processes, systems and operational initiatives.

People and Culture

• Working with the People team to coordinate new-starter preparations and office inductions, and organise training logistics and related administration.
• Supporting culture and engagement initiatives, internal communications and team activities, including company guestlists for Broadwick Live shows and other events.

Facilities and Workplace Safety

• Coordinating with building management, cleaners, suppliers and security to keep our offices safe, tidy and well maintained, following up repairs, servicing and access requirements.
• Supporting routine safety checks, including fire-alarm testing, responding to day-to-day facilities issues and helping prepare office spaces, seating and equipment as needs change.

Job Share and Teamwork

• Working closely with your job-share colleague to provide a consistent service across the week, sharing administration, purchasing, processes and diary support, and progressing day-to-day requests during your working days.
• Maintaining clear shared records and a short end-of-day handover for your colleague to review, highlighting outstanding actions, deadlines, diary changes and anything requiring follow-up.
• Contributing to a workplace that reflects Broadwick’s values.

Other

• Carrying out ad hoc duties when required to.

You’ll need to have:

• A passion for people and creating a positive workplace culture.
• Excellent communication skills are a must. Strong stakeholder management skills with the confidence to engage with senior leaders and external clients.
• Great attention to detail is important, even when you’re up against it.
• Being highly organised goes without saying, as you’ll be spinning lots of plates. Some are more delicate than others.
• Positive and optimistic demeanour; always a glass half full kind of person!
• A cool head in a fast-paced, sometimes chaotic environment.
• Prioritisation and time management are key.
• Be able to self-motivate and self-manage.

Nice to have:

• Receptionist, office management and/or facilities experience.
• Fire safety or fire marshal training.
• Experience using monday.com to track tasks and coordinate work.

What we offer:

• Discretionary profit sharing scheme.
• Paid overtime.
• 27 days paid holiday (plus bank holidays).
• Social events and free tickets to our live events.
• Other discounts including 50% off drinks and 20% off food at Corner Corner.
• Competitive pension plan.
• Employee Assistance Programme (EAP).
• Other schemes including Season Ticket Loan, Cycle to Work, Optical Care and Referral Scheme.
• Training and professional development opportunities.
• An inclusive, collaborative and creative working environment.

At Broadwick, we are dedicated to cultivating a diverse and inclusive environment that empowers all individuals to reach their full potential. We strongly encourage applicants from all cultures and backgrounds to apply, as we believe in the strength of a diverse and vibrant team.