Office and Facilities Coordinator
Office and Facilities Coordinator
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Job Description
About the Role
The Office and Facilities Coordinator plays a critical role in ensuring the seamless operation of our UK office. This position blends executive administrative support with office and facilities coordination providing highlevel assistance to senior leaders while maintaining an efficient and welcoming office environment.
You will be the goto person for administrative support facilities coordination office management and culturebuilding efforts across the UK sites. You will also collaborate closely with the People team to align operations with company policies and support broader business initiatives.
Key responsibilities include collaborating with the People team to ensure consistent office processes communications and events. The role involves offering adhoc support to the broader organization such as booking travel and organizing meetings to those visiting the Boston office.
Strong communication skills the ability to interact effectively with all levels of the organization and a willingness to learn are essential. The role requires excellent relationship building skills organisation prioritisation and adaptability. Discretion is nonnegotiable.
This role reports to the Internal Comms and Administrative Services Supervisor.
This role is primarily based onsite at our offices in Oxford.
Primary responsibilities for this role include:
Office & Facilities Coordination
- Oversee daily office operations including supplies snacks mail and meeting room setup.
- Schedule and manage facilities maintenance repairs inspections and contractor visits.
- Respond promptly to building or equipment issues and emergencies (e.g. alarms access control).
- Maintain accurate records of maintenance schedules and costs including PO creation and budget tracking.
- Act as primary point of contact for office safety access systems and compliancerelated duties.
Executive and Administrative Support
- Provide highlevel administrative support to UKbased executive staff including complex calendar and travel management.
- Coordinate meetings prepare materials manage documentation and handle confidential information with discretion.
- Act as the liaison between executives and internal/external stakeholders.
- Support onboarding processes working closely with the People team.
- Assist in preparing presentations reports and managing approval workflows (e.g. document signing policy review).
Culture & Events
- Champion a collaborative and inclusive office culture
- Lead the planning and execution of onsite events employee socials leadership visits and large company meetings.
- Collaborate with global Admin and People teams to ensure consistency in office policies and engagement initiatives.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessary to align with the overall business objectives of the organization.
We are ideally looking for someone with the following skills and experience:
Knowledge & Experience
- 3 years in administrative or office/facilities coordination roles (executive support experience preferred).
- Proven ability to support senior leaders while managing office logistics.
- Experience coordinating with vendors and handling facilitiesrelated emergencies.
- Proficiency in Microsoft Office (Outlook Excel Word PowerPoint); familiarity with NetSuite or other ERP systems is a plus.
Skills
- Strong verbal and written communication.
- Impeccable organisation time management and multitasking.
- High degree of professionalism and discretion in handling confidential information.
- Proactive problemsolver with a handson cando attitude.
- Confident working independently and as part of a team.
We know there is no such thing as the perfect candidate and that there is great value in transferrable skills so please dont feel you have to tick all of the above boxes to apply!
Why work for Refeyn
Compensation and core benefits
- We anticipate a salary between 30000 and 35000 for this role depending on the candidates experience.
- 25 days annual leave per year in addition to bank holidays
- Up to 7% employer matched pension contribution
- Private health insurance from day one plus critical illness cover income protection and life insurance
- Give as You Earn and Cycle to Work salary sacrifice schemes.
Family Friendly Benefits
Refeyn offers the Enjoy Benefits Nursery Scheme to employees after 3 months and new parents can benefit from up to 17 weeks fully paid maternity adoption and shared parental leave 4 weeks fully paid paternity leave plus an annual allowance for emergency childcare.
Supporting your Development
All employees receive access to Linkedin Learning which offers thousands of courses to support their personal and professional development. We also run frequent training sessions on both hard and soft skills.
Creating an Engaging Culture
Refeyn supports hybrid working where the role allows and offers flexible start and finish times. We also have a subsidised weekly lunch for onsite employees and a vibrant social calendar which includes holiday parties and midsummer festivals plus an annual team budget for managers to plan teambuilding activities.
Required Experience:
IC
Employment Type
Full Time
