Office Coordinator

📋 Description

• • As the Office Coordinator at Hiya, Inc., you will be the central pillar ensuring the seamless and efficient operation of our growing London office. This pivotal role is designed for an individual who thrives on taking full ownership, proactively identifying needs, and implementing solutions to create a productive, organized, and welcoming environment for our team.
• • You will be instrumental in managing the day-to-day facilities of the office, encompassing everything from maintaining a pristine and safe workspace to overseeing essential supplies and equipment. Your responsibilities will include managing vendor relationships, ensuring all office policies are adhered to, and acting as the primary point of contact for any facilities-related inquiries or issues.
• • A key aspect of your role will be to serve as the welcoming face of Hiya for all visitors, clients, and potential candidates. This involves managing meeting room bookings, coordinating interview schedules, and ensuring that every interaction with the office reflects our company's professionalism and commitment to a positive experience.
• • You will play a crucial role in fostering team cohesion and engagement by coordinating various office events, team-building activities, and important company gatherings. This includes managing all logistical aspects from planning to execution, ensuring these occasions are successful and contribute to a strong company culture.
• • In close collaboration with the People team, you will provide vital support for recruitment and broader HR operations. This includes assisting with the onboarding process for new hires, managing offboarding logistics, and working hand-in-hand with IT to ensure new team members have the necessary equipment and access from day one. You will also handle essential HR administrative tasks that contribute to the smooth functioning of the team.
• • Financial stewardship is another important facet of this role. You will be responsible for managing office budgets, processing invoices, and meticulously tracking expenses, ensuring accuracy and adherence to financial guidelines.
• • A core element of this position is the proactive identification and resolution of operational inefficiencies. You will be empowered to analyze existing office systems and processes, propose and implement improvements, develop clear documentation, and refine workflows to enhance overall productivity and scalability as Hiya continues its rapid growth.
• • Ensuring a safe and compliant workplace is paramount. You will take ownership of health and safety considerations, staying abreast of relevant regulations, conducting risk assessments, and implementing measures to maintain a secure environment for all employees.
• • Beyond routine tasks, you will have the opportunity to contribute to the physical enhancement of the office space. This may involve undertaking small DIY projects, coordinating office improvements, and generally contributing to a more functional, comfortable, and inspiring work environment that supports great work.
• • Success in this role means the London office operates with exceptional efficiency and reliability, where processes are clear, documented, and consistently followed. It means that new hires, visitors, and the existing team experience a consistently welcoming and well-managed environment, with issues anticipated and resolved before they escalate.
• • You will be a proactive force for improvement, constantly seeking ways to enhance office systems and processes, thereby creating scalable solutions that support Hiya's ongoing expansion and success.
• • This role offers a unique opportunity to directly influence the daily experience of the Hiya team in London and to contribute significantly to the company's operational excellence during a period of exciting growth. You will embody Hiya's core values of Serving, Owning, Leading, Improving, and Doing, making a tangible impact on our workplace culture and operational effectiveness.