Office Coordinator

Ebury is a global fintech firm dedicated to empowering businesses to expand internationally through tailored and forward-thinking financial solutions. Since our founding in 2009, we've grown to a diverse team of over 1,700 professionals across 40+ offices and 29+ markets worldwide. Joining Ebury means becoming part of a collaborative and innovative environment where your contributions are valued. You'll play a key role in shaping the future of cross-border finance, while advancing your own career in a dynamic, high-growth industry.

**Office Coordinator (Part-time 20/25 hours)**

**Ebury High Wycombe: Office based**

**What you'll do as an Office Coordinator**for Ebury Mass Payments, based in our High Wycombe office.

You will be the 'heart and soul' of the team, responsible for ensuring that everything runs smoothly and your colleagues have everything they need to succeed. Working closely with the Head of Mass Payments and the Senior Leadership team, this is a varied and interesting position that requires someone with a flexible, proactive and supportive approach. Cultural fit is hugely important as you will be interacting with the team daily; therefore, we are looking for someone who is hard-working and can put forward ideas by observing what is working well and what is not. In this role, you will report directly to a Senior Office Manager in London, in the Global Business Services department, and your main stakeholders will be the EMP management team.
- **Offices, Assets and Facilities Management**
- Lead employee experience & deliver a first-class workplace experience for our employees, both office
- and home-based workers, if any in the future, and for guests of our offices
- Responsible for the effective running of facilities contract services, including: building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, and environmental and building consultancy services
- Responsible for the planned and ad hoc/reactive maintenance and upkeep of the premises and equipment, including the required safety checks, liaising with contractors as required
- General office management duties including meeting room management and conference call facilitation, hot desk administration, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings etc
- Ensure operational and service standardisation is aligned with the global facilities manager and with local Ebury representatives in the Country
- Real Estate responsibility and landlord relationship management
- Assist with the inventory record keeping and basic maintenance (in collaboration with central IT) of all computer assets
- Ongoing monitoring and control of the pool, leased, rented or owned by the Company Cars
- Space and planning management, lead Moves and project coordination
- Negotiate with suppliers and budget management. Led the services bid process
- Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp, Summer and Christmas Dinner.
- Led the primary inbound communication channels and correspondence including phone calls, mailboxes and physical packages delivered to the office
- Conduct satisfaction surveys and create action plans/site improvement plans
- **Health & Safety**
- Lead the duty of care and health and safety programs with comprehensive policies
- Responsible for delivering full H&S compliance according to local regulations and managing risk and fire assessments and any other as per law
- Organise all relevant Health & Safety staff training as necessary
- IOSH certification is nice to have

**What you'll need**
- Demonstrable experience in multi-site/office administration in a corporate environment, including meeting services, events and purchasing, company car management and other office equipment in a mid-size organisation
- Facilities, health and safety experience. IOSH certification is not required, but desired
- Hospitality experience is a plus
- Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations
- Strong oral and written English skills
- Excellent organisational and time management skills
- Friendly individual able to take initiative
- Good at multitasking with the ability to remain calm and focused under pressure
- Able to work in a fast-paced environment and meet deadlines when needed
- Analytical skills
- A Bachelor in Business Administration, Tourism and Hospitality management is a plus

**Why Ebury?**
- **Competitive Starting Salary** with an **annual discretionary bonus**that truly rewards your performance from day one.
- **Dedicated Mentorship**:Learn directly from experienced managers who are invested in your success.
- **Dynamic & Supportive Culture**:Work in a collaborative environment where teamwork and personal growth are prioritized.
- **Generous Bene