Office Coordinator

Are you ready to rethink your routine? We’re looking for a Part-Time Office Coordinator (for 3 days per week) to sit within our People Team. Reporting into our People Partner and working closely with the PA of our CEO and COO, your main tasks will include office maintenance, internal event management and general administrative tasks to facilitate the smooth, daily running of the Trinny London office .

Welcome to Trinny London!

Here at Trinny London, we’re changing the face of makeup and demystifying skincare, and we're only just getting started. Founded in 2017 by Trinny Woodall, Trinny London is challenging people all over the world to rethink their routines.

We have achieved tremendous growth since 2017 and we’re proud to be one of Europe’s fastest-growing beauty brands. We’re generating millions of sales by developing innovative products, acquiring hundreds of thousands of supporters and customers all over the world, and more importantly, building a talented and motivated team to support our fantastic growth.

We support each other to achieve our goals and thrive on collaboration.

The Role

Your daily to-dos might look like this:

Office administration:

• Maintaining a tidy office including liaising with cleaners daily
• Ensuring all walkways are clear, rubbish is disposed of promptly, spaces are free from clutter and storage is optimised
• Ensuring kitchens on each floor are tidy and arranged safely (i.e. no cables/plugs dangling over toasters, first aid kits stored securely, hazardous cleaning products stored safely)
• Ensuring meeting rooms are consistently kept clean and tidy, free from clutter, whiteboards are wiped and the rooms are all set up correctly
• Office groceries and stock management such as online ordering, taking delivery/distribution & maintaining stock levels
• Ensuring kitchens on every floor are consistently and evenly stocked with drinks & snacks
• Managing outgoing post including courier deliveries
• Daily building management including opening lifts and unlocking doors on arrival including owning our access keys
• Logging and monitoring office expenditure including streamlining our suppliers list
• Working with Finance to ensure relevant bills are paid in a timely manner
• Stock cupboard maintenance and upkeep; ensuring levels of stock are fulfilled and tracking outgoing stock/requests for products

Office experience:

• Maximising the space to create a productive and positive working environment, making sure that our physical office space adds to our culture, and remains spotless and fit for purpose
• Meeting and greeting guests as the first point of contact for visitors and taking deliveries
• Owning the logistics of our hybrid work model by ensuring any necessary desk plans, hot-desking and seating arrangements work for the team including tracking office footfall
• Leading the relationship with our landlord and being the initial point of contact
• Supporting the Trinny London team with ad hoc requests and queries
• Obtaining regular feedback on office experience, in partnership with People, and proposing improvements

Events:

• Organising all ad-hoc social events such as launch parties, office drinks, charity events etc., including all planning, logistics and budgets
• Sourcing venues and organising the logistics of the day for quarterly Town Hall meetings; owning the entire event planning process from end to end
• Owning and managing the budget for Town Halls and ad-hoc social events throughout the year

Other project work and responsibilities:

• Awareness of health and safety and first point of contact for office-based issues and incidents, including;
• liaising with suppliers and external assessors, and ensuring compliance with regular maintenance and risk assessments
• daily fire hazard checks and fire warden duties
• participating in relevant a health and safety courses
• Regular office walkarounds completed and logged, any consequent issues resolved (i.e. clear walkways)
• Ensuring fire safety equipment and first aid kits are kept topped up and up to date
• Heavily supporting a project manager in a potential office move in the future
• Including logistics relating to the move, planning for the layout/features/facilities of the new space, looking after furniture and meeting rooms, ensuring key needs are met, H&S compliance etc.
• Maintaining and managing the off-site storage unit (Fulham)

Requirements

These skills will help you go far in this role:

• Experience in an office support / office admin / operations role
• Excellent organisational skills, you are able to prioritise your day effectively
• Previous experience with event planning and project management skills through to completion to ensure all tasks are actioned
• Health and safety knowledge
• Excellent written and communication skills
• Ability to take the initiative and work with high levels of autonomy
• A true positive attitude, high energy & people-centric mindset and have the confidence to be first port of call for all Trinny London employee queries
• Warm, friendly, confident and roll your sleeves up attitude
• You perform well under pressure and can proactivity deal with issues with ease showcasing discretion and diplomacy
• Please note this role requires 3 days at our Chelsea office, ideally Mondays, Wednesdays and Thursdays

We love to hear from anybody interested in Trinny London! Although it’s useful to have the skills listed above, we’re always eager to hear from ambitious people looking for their next challenge.

Benefits

Our mission is to give our customers the tools they need to be their best. And the same goes for our team through our benefits:

• Flexible working with core working hours
• 25 days holiday (pro-rata) (we're also partial to a handful of spontaneous and well-earned Wellbeing Days throughout the year, as well as Summer Fridays)
• Welcome to Trinny London Starter Stack and swag
• Company discount for yourself, your friends, and family
• Vitality health scheme, EAP and Medicash
• An annual personal training and development budget
• Enhanced family friendly packages
• Pension scheme
• Cycle to work scheme
• T-Parties = many office socials as well as summer and festive celebrations!
• Rewards and Recognition Scheme (awarding length of service with gifts, vouchers and additional annual leave)

Equal Opportunities

We celebrate diversity in our customers, our products, and the teams we build. We champion inclusivity and want everyone to be the best versions of themselves.

We’re committed to equal opportunities and welcome people from all backgrounds, with their unique perspectives, ideas and experiences.