Office Coordinator

Sinclair is looking for a highly organised Office Coordinator to join our team. In this role, you will be responsible for overseeing key administrative functions and ensuring smooth office operations that support our organisational objectives.

You will manage travel bookings and compliance, provide logistical support to senior leadership, and ensure the efficient functioning of the office environment. Additionally, you will liaise with external vendors, manage office utilities, and maintain adherence to company policies and procedures. This role requires close collaboration with employees at all levels, including senior leadership, and working with the finance department to support procurement and invoicing processes.

This is an exciting opportunity to make a meaningful impact on the efficiency and effectiveness of our operations.

Location: Lakeside, Chester Business Park, Cheshire, CH4 9QT. 5 days in office.

About Sinclair

Founded in 1971, Sinclair is a global medical aesthetics organisation, that delivers an extensive product range. With an in-house commercial infrastructure, including manufacturing and a network of distributors in leading global markets, our products are sold in 55 countries worldwide.

This is a great time to join Sinclair as we continue to increase our product range and expand into new markets and territories.

Our Vision

Providing aesthetic excellence globally.

Our Mission

Driving the advancement of product quality and customer satisfaction, investing in innovation and people.

Our Values

• Act with Integrity
• Be results driven
• Embrace your winning spirit
• Stay ahead of the game
• One team, one goal

Responsibilities and Accountabilities of the Role:

Travel Coordination:

• Manage and oversee domestic and international travel bookings, including flights, accommodations, and ground transportation for senior leaders.
• Ensure compliance with the company’s travel policies, maintaining adherence to budget guidelines and governance of travel-related expenses.
• Maintain strong relationships with travel vendors, securing favourable pricing and service agreements.
• Develop and enforce travel guidelines to ensure consistency in booking processes and approvals.
• Prepare detailed itineraries for travellers, ensuring all necessary documents (e.g., visas, travel insurance) are in order.
• Monitor and review travel expenses to ensure proper governance and adherence to company expense policies.

Office Administration & Facility Management:

• Oversee daily office operations, including managing office utilities, supplies, and facility maintenance.
• Act as the primary liaison with landlords and service providers, coordinating repairs and office improvements as needed.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Maintain stock levels of office supplies and equipment, ensuring timely restocking and efficient procurement processes.

Financial & Procurement Support:

• Process payments related to office supplies, travel, and utilities, ensuring accuracy and timely invoicing.
• Collaborate closely with the finance department to track office expenses and reconcile invoices.
• Assist with procurement processes, including issuing and following up on purchase orders.
• Maintain strong relationships with external suppliers and vendors, ensuring cost-effective and reliable services.

General Administrative Support:

• Provide general administrative support to senior leaders, including scheduling meetings, preparing presentations, and managing travel logistics.
• Coordinate and support external visitors, such as shareholders, ensuring smooth arrangements for meetings and travel.
• Assist with meeting preparation, including organising materials, booking meeting rooms, and managing event logistics.
• Support other departments with ad-hoc administrative tasks as required.

Essential:

• Strong organisational and multitasking skills, with the ability to prioritise effectively.
• Excellent communication and interpersonal skills for collaborating with various internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and travel booking software.
• Experience managing travel governance, including policy compliance and budget monitoring.
• Ability to work independently and take initiative in solving administrative and operational challenges.
• High attention to detail, particularly in travel management and expense monitoring.
• Strong problem-solving skills with the capability to manage office operations and facility maintenance.

Desirable:

• Experience handling complex transformational change.
• Proven ability to thrive in a fast-paced working environment.
• Adept at working with senior leaders and providing high-level support.

Benefits:

• 25 days annual leave (plus bank holidays)
• Bonus based on performance
• Free parking
• Opportunities for development and progression
• Company pension scheme
• Private medical insurance
• Healthcare Cash plan
• Health Screening
• Employee Assistance Programme
• Store discounts
• Tech and Cycle Scheme
• Discounted dining card
• Cycle to work scheme
• Green car scheme
• Holiday buy and sell
• Life Assurance scheme