Office Coordinator

Overview

• This is a primarily office‑based role located in King’s Cross, London, Monday to Friday, 8am–5pm, with the opportunity for a flexi‑hour on Fridays to finish ause the role provides front‑of‑house cover and on‑site facilities support, it requires a consistent on‑site presence and is therefore not eligible for our Agile Working arrangement.

• The Office Coordinator is a pivotal role within Insanity, ensuring the smooth running of our office and front of house operations and providing exceptional administrative support to our Business Affairs team.

• Proactive management of the office environment – running the space and its ancillary functions to a high standard, keeping it tidy, fully equipped and running like clockwork.

• The role demands excellent administrative skills, a keen eye for detail, and the ability to multitask in a fast‑paced environment.

• Oversee daily office operations, ensuring a clean, organised, and efficient working environment.
• Manage office supplies and inventory, placing orders as needed.
• Handle all incoming telephone enquiries, transferring calls and dealing with business enquiries.
• Greeting guests and ensuring that they have been offered refreshments while they wait.
• Each morning collecting and distributing the post/packages using a digital mailroom process.
• Opening and sorting the client gifting and ensuring that gifting is turned around within one week.
• Scanning and photocopying.
• Booking meeting rooms and arranging catering where applicable.
• Managing the company’s laptop and stationery stock, alongside the finance team.
• Liaising with landlords and IT suppliers.
• Coordinate maintenance and repair of office equipment and facilities.
• Assist with the planning and execution of company events, meetings, and conferences.
• Organising office social events.
• Serve as the primary point of contact for office‑related inquiries and communications.

• Provide comprehensive administrative support to the Business Affairs team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and perform other administrative duties as assigned.
• Occasional out‑of‑hours working may be required; time off in lieu will be offered in line with company policy.
• Opening the coffee machines each morning and cleaning them each day.
• With training undertake First Aider, Fire Marshall, Food Safety and other Health and Safety responsibilities.

• Schedule and coordinate meetings, appointments, and engagements for colleagues and talent.
• Maintain up‑to‑date records and databases of talent information.

• Assisting with the management of social media accounts on behalf of the business, including Instagram and Linked In.
• Updating the company website with necessary and/or regular edits.
• Managing the central Business Support email inbox for the whole company and notifying the relevant parties.

• To Promote Environmental Sustainability:
  • By advocating for environmentally responsible practices within the company;
  • By identifying opportunities to reduce our carbon footprint and implementing sustainable initiatives.
• To Support Social Responsibility Initiatives:
  • By contributing to corporate social responsibility (CSR) programs and initiatives;
  • By fostering diversity, equity, and inclusion within the workplace.
• To Ensure Good Governance Practices:
  • By adhering to ethical business practices and promoting a culture of integrity;
  • By complying with relevant regulations and industry standards.
• To Stay Informed on ESG Trends and Best Practices:
  • By staying up to date on emerging ESG regulations and best practices;
  • By sharing knowledge and insights with colleagues to promote continuous improvement in ESG practices.

• Minimum of 2‑3 years of experience in office coordination, administrative support, or a similar role, preferably within the entertainment or talent management industry.
• Exceptional organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Strong written and verbal communication skills.
• Proficienc…