Office & Facilities Coordinator

Job Description

With offices in Brighton, Skopje and Miami, plus a team in Serbia, Sopro provides sophisticated digital marketing services to hundreds of businesses, from innovative start-ups to global brands.

Sopro revolutionised prospecting when we started eight years ago, and we continue to operate at the cutting edge. Our technology, data, processes and people mean there’s nothing quite like Sopro.

We’ve evolved from our initial focus on email prospecting, and we now offer a fully managed, totally synchronised, multichannel outreach service. Our relentless focus on innovation makes it an exciting time for our clients, and our staff.

Sopro is committed to providing an inclusive, rewarding and fun place to work and received a “Best Place to Work” award at the UK Business Awards 2021.

The Role

Within our growing Office and Facilities Department, Sopro has a great opportunity for an Office and Facilities Coordinator for our Brighton Office. Assuming this role, the Office and Facilities Coordinator (UK) will be accountable for the local Office and Facilities processes and activities.

This role would suit someone who is a proactive team player, communicates effectively and is a top-level organiser. As an Office and Facilities Coordinator (UK), you would be working closely with the Global Office and Facilities Manager (based in North Macedonia), making sure our Brighton office to run like a clockwork.

You will be coordinating and managing the relationship with local equipment suppliers, utility vendors, as well as ensuring that policies around health and safety, housekeeping and corporate social responsibility are in place and enhanced. Additionally, as part of the global team, you will be supporting our US colleagues and office with activities needed from the O&F team.

Being part of Sopro, you will play a crucial role in the organisation and realisation of various company events and will have great impact in in supporting the health and wellbeing of our people.

This role is a part – time one, 20 hours per week, Monday to Friday.

Key responsibilities

Office Management

• Open and set up of office each morning
• Maintaining all office equipment for smooth office functionality
• Resolve office-related issues and respond to ad-hoc requests (facilities)
• Managing office stock supplies, inventory and IT equipment
• Opening, sorting and distribution of post, mail, and deliveries
• Receiving clients and visitors when they arrive and escorting them to respective meeting rooms
• Health and safety management, including Fire Marshall duties and coordination of First Aiders
• Manage office space utilisation; Ensure office seating is always up to date. Partner with leadership to plan and execute team seating changes

Supplier Management

• Regularly review and periodically re-negotiate supplier contracts to ensure effective pricing across all supply channels
• Ensure uninterrupted supply across all utilities with full redundancy where needed (i.e. internet/power).
• Planning monthly budgets for the Brighton office, keeping track and comparing projected costs with actual spend
• Weekly review of invoices with suppliers, keeping track of the monthly costs
• Manage office social budgets

Security and Environment Management

• Implement an appropriate premises security policy, including key distribution and access management
• Maintain, review and improve the physical working environment enjoyed by our people
• Identify maintenance requirements and coordinate the work on fixtures, furnishings, décor and other environmental aspects
• Maintain office hygiene standards and making sure the office is looking great at all times through effective contract management with the cleaning company
• Make sure that all fire, first aid and health and safety policies, risk assessments and training are in place

Events and Employer Benefits

• Participate in (or manage) the business’s participation in (or hosting of) various local events.
• Own the local planning and organizing of events (in and out of office) such as team building, social activities, sports activities and challenges, company events, well-being initiatives, themed decorations in the office, charity projects etc.
• Responsible for arranging various packages, gifts, and breakfast/lunch activities

International Travel

• Assembling UK groups for travel and travel arrangements
• Welcoming groups to the UK: Airbnb bookings, desk setup, arranging office socials, and recommendations
• Creating and updating FAQ document
• Keeping track and creating a budget for trips

Administration

• Sending documents/packages with the courier companies
• New starter introductions: setting up new laptops, office inductions and relevant DSE risk assessments
• Sourcing and sending out client gifts

Requirements

• Responsive and delivery focused – able to effectively manage concurrent priorities and comfortable with ambiguity
• Proven experience in a comparable role
• Planning and Organisation – to understand the business in immediate, short term and long-term aspects and the generation of action plans relevant to all three
• Continuous improvement – looks for new ways of working, takes ownership to generate content ideas and deliver original and imaginative approaches to content marketing campaigns and channels
• Committed and Resourceful – use own initiative to work challenges and obstacles
• Relationship Management and collaboration – with multiple stakeholders to achieve shared goals and proactive in contributing to the success of others
• Resilience – strength to persevere and ride through challenges whilst adapting dependent on business needs
• Interpersonal skills – able to build exceptional relationships at all levels across the business, is trusted and respected and seen as a ‘go-to’ resource

About us

We’re the people behind the prospects. For all the clever tech, what makes the Sopro service stand out is the people. As we like to tell our clients, we’re a team not a tool.

Our values permeate Sopro through our behaviours, not only as people but across the business. We invest in our people, their development, our products and our working environment. We are ambitious, not only as a business but by encouraging passionate and imaginative collaboration.

We are people who are proud of our identity and celebrate each other’s successes, whilst giving back to our local communities. We are open and transparent, with our clients and our people – each team member has a voice, and we ensure it is heard!

What we offer

• Career progression plan – Well-structured career progression path supported by regular 360-degree feedback
• Yearly Bonus – Company profit sharing; We believe in sharing in our success, as such we’ll reward your loyalty by sharing 10% of the company’s net profit with employees
• Private healthcare insurance
• International travel – You will have the opportunity to travel and work side by side from different Sopro offices/locations
• Learning and Development – A learning platform to encourage you in personal and professional growth additionally supported by mentorship, external training, and certification when needed
• Wellbeing package adapted to the needs of our people. Regular sports, social activities, and lots of healthy snacks
• Your work matters – We have an open door policy and value your opinion. Ideas are heard and genuinely put into practice

Think you’re the person for this role? Apply below and someone will be in contact soon.