Office Coordinator

We are seeking a highly motivated Office Coordinator to join our new London office! This is a 5 day/week opportunity, working onsite and providing exceptional administrative support to our team.  Focused responsibilities include Office Management, Event & Remote Support, Health & Safety Management and Accounting Support.

Essential Functions

Office Management (55%)

• Greeting of clients / guests / visiting staff with warmth and professional courtesy
• Notifying relevant staff when their guests have arrived, and/or escorting guests to the meeting room
• Ordering, accepting and setting up catering orders, especially in regards to the office all-hands meetings
• Accepting and distributing company mail and packages
• Meet regularly with IT to discuss office status and IT updates
• Coordinating with IT and HR to assist with the onboarding of new hires, primarily booking the new hire a desk and directing them to the relevant rooms for training
• Preparing building / office IDs for all staff in coordination with the building staff, via NextGen
• Assisting EAs with conference room setup as necessary
• Maintaining and organizing a supply of milk & coffee in the kitchen
• Maintaining and organizing Trinity-standard office supplies
• Working with building staff and vendors on repairs and maintenance, including items like furniture, appliances, and general office structures like walls & doors
• Handling requests submitted through the Facilities ticketing system, including but not limited to:
  • Processing business card requests for all locations
  • Preparing FedEx labels for any location
  • Remote assistance for other office support & maintenance when possible
• Assisting with tracking office attendance / usage metrics
• Assisting the Facilities & Office Manager on other Facilities-related projects as necessary (examples include coordinating moves & installs, researching new vendors, etc.)
• Coordinate with HR to collect equipment from employees as part of the offboarding process
• Coordinate with HR to provide office updates as part of the in-person EU monthly meeting (fire evacuation procedure updates, H&S, office updates etc.
• Work closely with teams to ensure updating of the shout out wall on a weekly basis (new hires, events, office updates etc.)

Event & Remote Support (25%)

• Assisting with on-site event coordination, including room setup & decoration, ordering food, and coordinating with IT on any AV requirements
• Assisting with investigating venues and planning for London EOY celebration
• Support with printing and shipping (ex: for career fairs, large company trainings, etc.)
• Occasional physical demands, such as lifting things or being on your feet for long periods, during events

Health & Safety Management (10%)

• Take point on London office health & safety requirements, including but not limited to:
  • Working with vendors for any physical on-site requirements (e.g. signage, providing fire extinguishers, etc.)
  • Taking additional trainings pertaining to health & safety topics (e.g. first aider training, acting as fire warden, etc.)
  • Keeping compliance logs up to date

Accounting Support (10%)

• Tracking budgets for kitchen & office supplies, including adjusting orders and or / notifying relevant parties when budgets are strained, and making recommendations for mitigating costs
• Assisting with coding & receipts for Facilities-related orders & charges on LT corporate cards
• Support the Facilities Manager with management of the company's expense platform

Qualifications

• 1-2+ years of prior office coordinator experience
• Solid experience to identify, analyze, and solve problems with creative solutions
• Skilled and experienced in organization and time management
• A self-starter willing to take the initiative and ownership of the office space
• Desirable: Qualified First Aider / Fire Warden

Knowledge & Skills Requirements

• Proficiency in Microsoft Office Suite, incl. Teams
• Excellent written and oral communication skills
• Easily and professionally interacts with varying staff seniority levels
• Accurate, detailed, and organized
• Ability to work both individually and on a team, as this job requires both on-site and remote coordination
• Solid judgement and discretion in relation to sensitive / confidential information

About Us

About Trinity Life Sciences

With 25+ years of expertise, a best-in-the-business team and unrivaled access to data and analytics, Trinity Life Sciences is a modern partner to companies in the life sciences industry. Trinity combines strategy, insights and analytics to help life science executives with clinical and commercial decision-making.

Trinity is humbled to work with over 300 active clients, including the top 35 biopharma companies in the world, as well as mid-tier and biotechs, dozens of leading medical device, diagnostic and related companies. In 2023, the company worked on 75% of all new drug launches and provides ongoing, in-depth, high value thought leadership that helps shape the industry.

With 1300 employees and 11 offices around the globe, Trinity continues to grow both organically and through acquisitions. These acquisitions included BluePrint Research Group, CBPartners, TGaS Advisors, Bell Canyon and D Cube Analytics, the latter of which dramatically leap-frogged Trinity to the leading provider of go-to-market analytics and AI to biopharma companies. Trinity has also entered into transformative partnerships with Bain & Company and Havas Health & You that have strategically advanced Trinity’s mission to revolutionize the pharmaceutical commercial model.

Ultimately, we know that every decision our clients make impacts a life, and when we help our clients achieve their goals, the world benefits. To learn more about how Trinity is elevating the industry and driving evidence to action, visit TrinityLifeSciences.com.

Trinity’s Commitment to Diversity, Equity & Inclusion

Trinity Life Sciences is an Equal Opportunity Employer that prohibits discrimination and harassment of any kind. Trinity is committed to the principles of diversity, equity, and inclusion and to providing employees with a work environment that is free of discrimination and harassment. All employment decisions at Trinity are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, disability, ethnicity, gender identity or expression, family, parental, or veteran status, and/or any other status based on identity or that is protected by the laws or regulations in the locations where we operate. Trinity will not tolerate any form of discrimination or harassment and encourages applicants of all ages and identities.