Studio Office Coordinator
Studio Office Coordinator
Posted on :
02-05-2025
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1 Vacancy
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Job Description
Description
Next is looking for a highly organisedStudio Office Coordinator to join our vibrant creative team. This role plays a critical part in maintaining the smooth and effective operation of The Studio with a strong focus on administrative coordination being a clear point of contact and supporting the studios fastpaced environment.
You will be the backbone of the team ensuring all invoices are dealt with in a timely manner health and safety is updated team lists are kept up to date and many other important studio functions across our 4 studio sites in the UK are run efficiently and are aligned with the teams needs.
If you thrive in a dynamic environment and excel at managing multiple tasks this could be your perfect role.
Key Responsibilities- Process and approve department invoices ensuring timely payments and following up on any discrepancies code and ensure all invoices driven by the management team are handled and approved in a timely way. Manage the timing of budget meetings for the team and all capex and budget requirements are pulled together on time. Liaise directly with finance on the process.
- Act as a key point of contact for the department managing team queries managing new starter inductions work experience bookings.
- Health & Safetybe a liaison with the health and safety department and ensure our four studio sites across the UK have up to date risk assessments follow the prescribed processes and have up to date materials at hand.
- Manage the diary of the Head of Studioskeep the diary for the Head of Studios and arrange meetings with the team external clients suppliers and other internal departments collaborating with PAs across headoffice. Ensure all meetings in the diaries of the senior management team in the studio are aligned and logical in terms of location and well organised.
- Schedule and coordinate meetings including arranging room bookings and sending invites ensuring all logistics are in place for efficient meetings.
- Coordinate administrative requests including submitting and approving internal system requests (New recruitment forms NEP FCM Service Now NIA Concur etc. liaise with other internal departments especially the PA to the Brand Marketing Director to ensure timely processing.
- Support the management of key department documents such asTeam lists team chat groups and whole department communications ensuring they are all uptodate and wellorganised
- Freelance resource onboarding management of the onboarding process and approving invoices for this resource to the prescribed budget and bookings
- Follow up on overdue team member training ensuring all staff are compliant and uptodate with necessary training requirements.
- Support office moves and refurbishments assisting with the logistics and coordination of space reorganisation when needed.
- Maintain department notice boards with uptodate information (e.g. H&S Wellbeing First Aid) ensuring that all required notices are clearly visible.
- Assist with ordering office supplies equipment and photocopier essentials ensuring that all resources are readily available to the team.
- Assist with the planning and coordination of the department away day management away days and wellbeing / social events empower the team to help deliver these across multiple studio sites.
- Manage meeting room bookings ensuring that studio rooms are used effectively and that appropriate setups are in place.
- Coordinate travel arrangements for The Head of Studios and senior managers including flights accommodation and transportation ensuring all logistics are planned and executed efficiently.
- Proven experience in anadministrative or office coordination role ideally within a fastpaced environment.
- Strong organisational skills with the ability to manage competing priorities and deadlines in a busy studio.
- Exceptional attention to detail able to keep track of multiple projects maintain clear and uptodate records.
- Friendly approachable and willing to help in all situations. Proactive and solutionoriented you take the initiative to identify problems early and implement solutions.
- Comfortable usingGoogle Workspace (Gmail Gsuite) internal systems (NEP FCM Concur) and other tools to manage administrative tasks efficiently.
- Excellent communication skills confident in interacting with colleagues at all levels and managing stakeholder expectations.
- A flexible cando attitude able to juggle multiple tasks and adapt to changing demands in a fastmoving environment.
- Strong team player youre collaborative and enjoy supporting colleagues to ensure smooth operations and project success.
- Ability to maintain confidentiality and discretion in all areas of the role.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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