Office & Facilities Coordinator

Title:                    Office & Facilities Coordinator (Hub & Employee Enablement Coordinator)

Job Type:            Part-time (3 days/week – 22.5 hours)

Tenure:               Fixed-term contract (up to 6 months)

Location:            London, UK

About Inizio:

Inizio is a global partner with over 10,500 experts operating in more than 50 countries. We support health and life science companies by turning science into strategy and executing across the product and patient journey. Our services include market research, strategy consulting, transformation consulting, and commercial benchmarking, all designed to be data-backed and patient-inspired.

About Inizio Advisory:

Inizio Advisory is a trusted advisor for health and life science companies that turns science into strategy, supporting execution at every stage of the product and patient journey from early commercialization to launch and beyond. We provide market research and insights, strategy consulting, people and transformation consulting, and commercial benchmarking that has empowered world-leading strategies for portfolio development, product launch, franchising, HEOR, pricing, and market access — all expert-designed, data-backed, and completely patient-inspired.

About the role:

Responsible for cultivating a positive, inclusive, and engaging employee experience across all office locations. Part of a global team embedded within each location, this role ensures our workplaces foster connection, community, and a strong sense of belonging. You will oversee day-to-day office operations and participating in the delivery of in-office and external events, helping to bring our values to life and strengthen employee engagement at every level.

This is a varied role providing support to the whole company, based in our head office in London. It will be your responsibility to ensure that the office functions as efficiently as possible. We are looking for someone who is flexible; the role is ever changing, and we would like someone who is adaptable and has a “can do” attitude.

Overall Responsibilities:

Office Management:

• Ensuring the smooth running of the office and liaising with external contactors
• Organising internal and external meetings, company events
• Responsible for post and couriers
• Ensuring the stationary and kitchen stock is sufficient
• Managing annual and quarterly supplier accounts (e.g. company phones)
• Resolving general enquiries across the business
• Helping in the office with smaller IT problems and liaising with IT for any other issues
• Ordering all office IT equipment through our suppliers
• Liaising with new joiners and leavers to setup and return IT equipment
• Setting up new laptops, plus IT accounts
• Provide IT and H&S induction for new joiners
• Responsible for ensuring Fire Wardens and First Aiders are in office in line with H&S
• Hold the position of H&S officer, prioritise H&S across the office, establish and implement H&S procedures. Ensure all employees are kept up to date on H&S policies
• Management of all office H&S including staff ergonomics, fire safety, first aid training etc
• Primary contact for the building manager, raising issues proactively and following up actions through to completion
• Providing quarterly energy reports to Group

Culture and Events Management:

• Setup meeting rooms for training and bigger meetings and organising catering when needed
• Play a leading role on Social Committee, planning staff events and coordinating with external venues and suppliers
• Input into the culture and events budgeting process
• Oversight for the UK office social calendar, alongside Social Committee members

Leadership Team support:

• Expense management
• Managing and collecting invoices from suppliers
• Scheduling/ managing regular meetings
• Booking travel if required
• Project-based support for CEO, Senior People Partner and Senior Management team initiatives, including administration and communications to wider company
• Wider ad hoc administrative activities to support the business

Experience & Competencies required:

• At least 2 years’ experience in a facilities or office management role, ideally for an SME organisation
• Highly organised with attention to detail and ability to manage multiple priorities under pressure
• IT literate (Outlook, Word, Excel, PowerPoint)
• A high standard of communication, both oral and written
• Trustworthy, flexible and approachable
• Enthusiastic, motivated and pro-active, you will be able to work on your own initiative whilst accepting direction as and when required.
• Ideal candidate will have software/hardware experience

Ideal profile:

• You are proactive, dedicated and enthusiastic, with a ‘can do’ attitude and approach
• You demonstrate a high level of accuracy and attention to detail, as well as strengths in organisation and prioritisation
• You are a collaborative team player who works well with colleagues
• You communicate ideas and issues in an effective, straightforward fashion
• You are highly motivated and want to seize opportunities to develop new skills and progress your career
• You are able to adapt quickly in a fixed-term role, ensuring continuity and smooth transition during a period of change

Life at Inizio / Research Partnership:

We love what we do and continuously strive for innovation and creativity. We believe everyone should continuously be learning and provide:

• A comprehensive training and development programme for all staff, from entry level apprentice to senior management
• A relaxed and friendly working environment, including hybrid and flexible working
• Social events - including a summer day out and end-of-year party, along with regular social events after office hours
• Fundraising and charity events – we support Forever Angels, a children's charity whose aim is to care for abandoned babies in Tanzania, Africa, as well as the local charity, Fulham Good Neighbours and as part of Inizio we participate in other charity initiatives
• Opportunities to collaborate with colleagues from the wider Inizio and Inizio Advisory communities

Benefits package

• Company pension contributions of 5% available from your first day (salary sacrifice)
• Additional birthday day off
• Private health insurance
• Life Assurance plan
• Group Income Protection
• Enhanced Maternity, Paternity, Adoption Leave

Further information:

This is a 3-day per week in-office role with time spent at our office in in Fulham Green, directly opposite Putney Bridge in London, as well as our group office in Holborn by Chancery Lane.

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.