Office Coordinator

Role: Office Coordinator

Location: Oxford

A leading scientific organisation is seeking a proactive, highly organised Office Coordinator to help ensure the smooth day‑to‑day running of its Oxford site. This busy, office‑based role sits at the heart of a scientific environment, supporting the operational activity that enables teams to perform at their best. You will also play a key role in an upcoming site move, helping to maintain clear communication and effectively coordinate daily activities throughout the transition.

Reporting to the Site Operations Manager, you will partner closely with colleagues across Finance, Procurement, Discovery Research Operations, International Shipping, and site‑based teams. You will be an important point of contact for coordinating activities, resolving issues as they arise, and helping ensure the site operates efficiently, compliantly, and with a strong sense of collaboration.

This role is ideal for someone who thrives in a dynamic environment, enjoys being hands‑on, and takes pride in making things happen. We are looking for someone who is not only highly capable, but also genuinely interested in the scientific work taking place onsite and confident working in person alongside a wide range of stakeholders.

Key Responsibilities:

• Managing team calendars, including weekly all‑staff meetings and key cross‑functional 1:1s
• Supporting the procurement process for the facility, including vendor onboarding, purchase orders, consumable tracking, and invoice approval
• Helping to maintain business continuity by identifying UK supply chain efficiencies, alternative suppliers, and backup products
• Advising colleagues on sourcing quotes, ordering lab consumables, and ensuring the correct approvals are obtained
• Liaising with Finance and PTP to ensure supplier invoices are processed in a timely and compliant manner
• Coordinating domestic and international travel, as well as logistics for internal and external meetings and conferences
• Working with central shipping centres and local scientists to prepare shipping documentation and temperature‑controlled shipments
• Managing and administering SharePoint sites, ensuring appropriate access control and confidentiality of information
• Coordinating local recruitment processes, including aptitude tests, interview panels, and laboratory assessments
• Providing ad hoc support to the Site Operations Manager and wider team as required

What We Are Looking For:

We would like to hear from candidates with prior experience in roles such as Office Manager, Team Coordinator, or Operations Support within a fast‑paced industry.

The successful candidate will have a strong background in administrative and operational excellence, with the following experience and skills:

• Experience in travel and event coordination
• Experience managing procurement processes, purchasing, and general finance or credit control support
• A proactive approach with the ability to work independently with minimal direction
• Strong written and verbal communication skills
• Excellent organisational skills and attention to detail
• Confidence managing multiple priorities with accuracy and pace
• Proficiency in Outlook, Word, Excel, MS Project, SharePoint, and PowerPoint
• A willingness to learn new systems and processes quickly
• Ideally, knowledge of UK Health and Safety procedures

Why This Role:

This role is essential to enabling the site to run smoothly and supporting the scientific teams who work onsite every day. We are looking for someone who is dependable, solution‑focused, and motivated by being part of a collaborative environment where curiosity, ownership, and initiative are valued.

If you enjoy being office‑based, staying close to the action, and contributing meaningfully to a fast‑paced scientific site, we would love to hear from you.