Administrator / Operations Coordinator
| Posting date: | 24 September 2025 |
|---|---|
| Salary: | £25,000 to £30,000 per year |
| Additional salary information: | FTE |
| Hours: | Part time |
| Closing date: | 24 October 2025 |
| Location: | London, UK |
| Remote working: | On-site only |
| Company: | AWD online |
| Job type: | Permanent |
| Job reference: | AWDO-P13894 |
Summary
Administrator / Operations Coordinator with proven experience in a busy office admin / operations / facilities environment, who has excellent administrative and communication skills, is required for an organisation that supports the UK TV, Film, VFX, Animation and the Games Industry.
SALARY: £25,000 - £30,000 FTE / Actual Annual Salary £15,000 - £18,000 per annum
LOCATION: City of London – Office Based role (4 days per week in the London office) – candidates MUST live within a commutable distance to London (EC1V)
JOB TYPE: Part-Time, Permanent
WORKING HOURS: 21 hours per week (0.6 FTE)
JOB OVERVIEW
We have a fantastic new job opportunity for an Administrator / Operations Coordinator with proven experience in a busy office admin / operations / facilities environment, who has excellent administrative and communication skills.
Working as the Administrator / Operations Coordinator you will ensure the smooth day-to-day operations of the organisation, providing key operations administrative support to areas including, but not limited, to Facilities, Office, IT, Data, Health & Safety and Policies & Procedures.
As the Administrator / Operations Coordinator your ability to multi-task, problem-solve and handle confidential information will be key to this front of house role, always ensuring a professional and courteous approach.
DUTIES
Your duties as the Administrator / Operations Coordinator will include:
Facilities and Office Admin
• Act as the main point of contact for the office, meeting and greeting visitors as a representative of the organisation, managing visitor passes etc.
• Provide general office support, acting as a key liaison for all staff, including the set-up and exit requirements for new-starters and leavers
• Manage meeting room booking requests, alongside the CEO’s PA, overseeing requirements for internal/external meetings, helping coordinate bookings on the desk booking system
• Coordinate enquiries to the wider operations team, managing email inboxes and any other reasonable communication duties
• Act as direct contact for business enquiries - answer, screen and forward incoming phone calls from 3CX (telephone switchboard)
IT and Software
• Ensure all staff have suitable IT equipment and telecoms (as authorised), liaising with IT providers, ensuring fixed IT assets are assigned, tracked and reported to finance and the COO proficiently
• Provide calm first-line basic technical support, troubleshooting issues with devices, software, hardware, meeting room AV and online platforms. Logging and tracking issues and following-up support tickets diligently
Data and Compliance
• Coordinating data processing requirements. Assist with managing data as instructed and per data handling and retention policies
• Coordinate and track data subject access requests as these arise
Health & Safety
• Coordinate general Health and Safety documentation ensuring fire and general risk assessments are completed, working with HR to coordinate information between the team and Fire Marshalls and First Aiders
• Act as a First Aider and/or Fire Marshal for staff
• Arrange annual training for first aiders and fire marshals
Policies and Procedures
• Monitor policies, ensuring relevant senior managers are aware of the schedule to review/update them
• Signposting staff to relevant policies and procedures
• Coordinate and track the organisations’ complaints process
CANDIDATE REQUIREMENTS
ESSENTIAL
• Proven experience in a busy hybrid office work environment, performing first class operations admin (e.g. office admin and or facilities coordinator tasks), supporting a hybrid/distributed workforce
• Demonstrate experience acting as a key representative of the organisation in a “front-of-house” role, always ensuring a professional and courteous communication style
• Ability to provide calm first line basic technical support, troubleshooting issues with devices, software, hardware, meeting-room AV and online platforms
• Good working knowledge of all MS Office packages including Word, Excel and PowerPoint
• Experience with digital and remote communication tools such as Zoom and Microsoft Teams, and collaboration platforms
• Familiarity with document and data management systems (e.g., SharePoint, OneDrive) for efficient document handling and sharing
• Excellent time management
• Ability to multi-task and prioritise workload effectively
• Strong problem-solving skills, proactive in approach
• Ability to develop strong working relationships with stakeholders at all levels
• Excellent interpersonal and communication skills (oral and written), including the ability to communicate effectively by telephone and in person
• Understanding of the needs in handling confidential information
• A calm, confident manner, able to work equally well both under instruction and independently
DESIRABLE
• An interest and understanding of the screen sector and/or skills and training
• Experience working in a matrix environment
• Previous IT experience
• Previous data and GDPR understanding
• Previous Health & Safety experience
HOW TO APPLY
To be considered for this job vacancy, please submit your CV and covering letter to our Recruitment Team who will review your details. CV’s of Job Applicants meeting this requirement will be submitted to our Client for consideration. By submitting your job application to us you are hereby giving us your express consent to submit your details to our Client for this purpose.
JOB REF: AWDO-P13894
SALARY: £25,000 - £30,000 FTE / Actual Annual Salary £15,000 - £18,000 per annum
LOCATION: City of London – Office Based role (4 days per week in the London office) – candidates MUST live within a commutable distance to London (EC1V)
JOB TYPE: Part-Time, Permanent
WORKING HOURS: 21 hours per week (0.6 FTE)
JOB OVERVIEW
We have a fantastic new job opportunity for an Administrator / Operations Coordinator with proven experience in a busy office admin / operations / facilities environment, who has excellent administrative and communication skills.
Working as the Administrator / Operations Coordinator you will ensure the smooth day-to-day operations of the organisation, providing key operations administrative support to areas including, but not limited, to Facilities, Office, IT, Data, Health & Safety and Policies & Procedures.
As the Administrator / Operations Coordinator your ability to multi-task, problem-solve and handle confidential information will be key to this front of house role, always ensuring a professional and courteous approach.
DUTIES
Your duties as the Administrator / Operations Coordinator will include:
Facilities and Office Admin
• Act as the main point of contact for the office, meeting and greeting visitors as a representative of the organisation, managing visitor passes etc.
• Provide general office support, acting as a key liaison for all staff, including the set-up and exit requirements for new-starters and leavers
• Manage meeting room booking requests, alongside the CEO’s PA, overseeing requirements for internal/external meetings, helping coordinate bookings on the desk booking system
• Coordinate enquiries to the wider operations team, managing email inboxes and any other reasonable communication duties
• Act as direct contact for business enquiries - answer, screen and forward incoming phone calls from 3CX (telephone switchboard)
IT and Software
• Ensure all staff have suitable IT equipment and telecoms (as authorised), liaising with IT providers, ensuring fixed IT assets are assigned, tracked and reported to finance and the COO proficiently
• Provide calm first-line basic technical support, troubleshooting issues with devices, software, hardware, meeting room AV and online platforms. Logging and tracking issues and following-up support tickets diligently
Data and Compliance
• Coordinating data processing requirements. Assist with managing data as instructed and per data handling and retention policies
• Coordinate and track data subject access requests as these arise
Health & Safety
• Coordinate general Health and Safety documentation ensuring fire and general risk assessments are completed, working with HR to coordinate information between the team and Fire Marshalls and First Aiders
• Act as a First Aider and/or Fire Marshal for staff
• Arrange annual training for first aiders and fire marshals
Policies and Procedures
• Monitor policies, ensuring relevant senior managers are aware of the schedule to review/update them
• Signposting staff to relevant policies and procedures
• Coordinate and track the organisations’ complaints process
CANDIDATE REQUIREMENTS
ESSENTIAL
• Proven experience in a busy hybrid office work environment, performing first class operations admin (e.g. office admin and or facilities coordinator tasks), supporting a hybrid/distributed workforce
• Demonstrate experience acting as a key representative of the organisation in a “front-of-house” role, always ensuring a professional and courteous communication style
• Ability to provide calm first line basic technical support, troubleshooting issues with devices, software, hardware, meeting-room AV and online platforms
• Good working knowledge of all MS Office packages including Word, Excel and PowerPoint
• Experience with digital and remote communication tools such as Zoom and Microsoft Teams, and collaboration platforms
• Familiarity with document and data management systems (e.g., SharePoint, OneDrive) for efficient document handling and sharing
• Excellent time management
• Ability to multi-task and prioritise workload effectively
• Strong problem-solving skills, proactive in approach
• Ability to develop strong working relationships with stakeholders at all levels
• Excellent interpersonal and communication skills (oral and written), including the ability to communicate effectively by telephone and in person
• Understanding of the needs in handling confidential information
• A calm, confident manner, able to work equally well both under instruction and independently
DESIRABLE
• An interest and understanding of the screen sector and/or skills and training
• Experience working in a matrix environment
• Previous IT experience
• Previous data and GDPR understanding
• Previous Health & Safety experience
HOW TO APPLY
To be considered for this job vacancy, please submit your CV and covering letter to our Recruitment Team who will review your details. CV’s of Job Applicants meeting this requirement will be submitted to our Client for consideration. By submitting your job application to us you are hereby giving us your express consent to submit your details to our Client for this purpose.
JOB REF: AWDO-P13894