Office Coordinator

Job description

Job Title: Office Coordinator

Location: Denton, South Manchester – Office Based

Company: Visual Architects

About us

Visual Architects is a leading design and experience company known for pushing creative boundaries and delivering immersive environments that captivate and inspire. As we continue to grow, we are looking for a highly organised, proactive, and resourceful Executive Assistant & Office Coordinator to support our Director and help ensure the smooth running of both the business and its internal operations.

The Role

This is a hybrid position that combines the high-level executive support of a Personal Assistant with the operational focus of an Office Coordinator. You’ll also work closely with HR in assisting with recruitment, engagement initiatives, and general administration. You’ll need to be confident handling legal contracts, liaising with key stakeholders, and juggling a variety of tasks with discretion, initiative, and professionalism.

Key Responsibilities:

Support to Directors

Provide high-level administrative support to the Director
Manage calendars, schedule meetings, and coordinate travel
Prepare reports, presentations, and business correspondence
Act as the first point of contact for internal and external communications
Liaise with clients, partners, and senior stakeholders on behalf of the Director
Support with project tracking and key business initiatives
Assist with ad hoc personal tasks and errands as required
Maintain strict confidentiality and handle sensitive information professionally

Office Coordination and Administration

Oversee day-to-day office operations and supplies (stationery, teas, coffe ect)
Liaise with service providers, contractors, and building management
Organise internal meetings, team activities, and company-wide communications
Maintain company records, documents, and office filing systems
Support company-wide initiatives and business events

HR Support

Assist in coordinating recruitment processes (job postings, interviews, onboarding)
Support employee engagement activities and internal communications
Help maintain HR records and documentation
Contribute to a positive team culture and internal wellbeing initiatives

Legal and Compliance

Assist with the preparation and review of legal contracts and service agreements
Maintain accurate and up-to-date files for contracts and legal correspondence
Liaise with external legal advisors as required

What are we looking for:

Proven experience as an Executive Assistant, Office Coordinator, or similar administrative role
Strong organisational and multitasking skills
Excellent communication and interpersonal abilities
Experience supporting HR or recruitment processes is highly desirable
Working knowledge of legal contracts and basic compliance processes
Proficiency in Google Workspace and/or Microsoft Office
A proactive mindset and a high level of discretion and professionalism
Experience in creative industries or fast-paced SMEs is a plus

Why Join us

Competitive salary based on experience
A creative, collaborative team culture
Opportunities for growth in a dynamic company
Access to exciting events and industry experiences
Birthday off
Free parking
Access to a number of discounts across different shops and services
Pension scheme

How to apply

If you're a highly organised and driven individual who thrives in a fast-paced, creative environment, we’d love to hear from you. Send your CV and a brief cover letter outlining your experience to jobs@visual-architects.co.uk.

Benefits: