Office Coordinator

Benefits

POP MART offers our employees:

• Monthly appreciation gifts featuring selected POP MART collectibles.
• A structured bonus scheme linked to both company and individual performance.
• 25 days of annual leave, in addition to bank holidays.
• 4x life insurance, together with group medical and travel insurance.
• A confidential Employee Assistance Programme, alongside access to a discount platform for selected online retailers.
• Training and development programmes, together with regular team events that encourage learning, collaboration, and celebration.

The Opportunity

As an Office Coordinator, you will play a key role in ensuring that POP MART's London office operates smoothly, efficiently, and professionally.

Working closely with the Regional Admin Manager, European teams, and international HQ in China, you will coordinate day-to-day office operations, supplies, vendors, access systems, administrative processes, workplace projects, and internal events.

You will be a key point of contact for colleagues, visitors, suppliers, and external partners, helping to ensure that the office environment consistently supports productivity, collaboration, and a positive employee experience.

The role requires strong organisational skills, attention to detail, and the ability to manage multiple priorities in a fast-moving international environment. You should be comfortable working independently, solving operational issues proactively, and communicating effectively with colleagues and stakeholders across different teams and cultures.

The Role and Candidate

This is a hands-on office operations role within POP MART's growing European organisation.

Reporting to the Regional Admin Manager based in London, you will take responsibility for the smooth running of the London office and provide day-to-day administrative support across a broad range of workplace activities.

You will coordinate office supplies and inventory, manage supplier relationships, support invoices and purchase orders, maintain access systems, welcome visitors, coordinate meeting rooms, and assist with office moves, workplace projects, and internal events.

The ideal candidate will have previous experience in office coordination, administration, workplace operations, or a similar role. You should be highly organised, detail-oriented, and comfortable managing several tasks and stakeholders simultaneously.

You will thrive in this role if you are proactive, reliable, and solution-oriented, with the ability to identify issues before they become problems and take ownership of getting things resolved. Strong communication skills are essential, as you will work with colleagues across different functions and cultures, as well as external suppliers and international HQ teams.

Experience in a fast-paced international company, particularly within retail, consumer products, lifestyle, fashion, entertainment, toys, or other rapidly growing environments, would be advantageous.

Responsibilities

Office Operations

• Maintain a clean, organised, professional, and welcoming office environment.
• Coordinate day-to-day office operations and respond to workplace-related requests from employees.
• Oversee office equipment setup, maintenance, repairs, and supplier support.
• Coordinate with building management and external service providers as required.
• Act as the main point of contact for HQ on London office and administrative matters.
• Identify operational issues proactively and coordinate appropriate solutions.
• Maintain effective office procedures and support continuous improvement of workplace processes.

Inventory & Supplies

• Manage office supplies, stationery, pantry stock, and other workplace consumables.
• Maintain accurate inventory records and establish appropriate minimum stock levels.
• Monitor usage and anticipate replenishment requirements.
• Coordinate procurement, price comparisons, purchase requests, and deliveries.
• Work with suppliers to ensure timely delivery and appropriate service levels.
• Maintain records of purchases, stock movements, and supplier information.

Payments, Expenses & Vendors

• Process invoices, purchase orders, and payment requests in coordination with Finance.
• Track office-related expenses and prepare regular or monthly summaries.
• Maintain accurate records of supplier contracts, invoices, and payment status.
• Coordinate vendor onboarding, renewals, and contract administration.
• Obtain quotations and conduct price checks where required.
• Monitor supplier performance and escalate recurring service issues.
• Support Finance with documentation required for office-related payments and expenses.

Access, Compliance & Workplace Administration

• Manage office access cards, visitor passes, and related access requirements.
• Coordinate access arrangements for new starters and departing employees.
• Support onboarding and termination processes from an office and facilities perspective.
• Maintain appropriate records relating to access, workplace equipment, and office administration.
• Support compliance with internal policies, office procedures, and building regulations.
• Liaise with building management and relevant service providers on workplace requirements.

Visitors & Hospitality

• Welcome visitors and provide a professional first point of contact for guests.
• Coordinate meeting room bookings and ensure meeting spaces are appropriately prepared.
• Arrange refreshments, catering, and other hospitality requirements.
• Support travel logistics and administrative arrangements when required.
• Coordinate visits from HQ teams, business partners, and other external stakeholders.

Office Moves & Projects

• Support office moves, expansions, reorganisations, and workplace improvement projects.
• Coordinate project schedules, supplier quotations, and logistics.
• Liaise with internal teams, building management, and external vendors to ensure smooth execution.
• Support furniture, equipment, and workplace setup requirements.
• Maintain project documentation and track actions, deadlines, and outstanding issues.
• Help identify practical solutions to improve office efficiency and employee experience.

Reporting & Documentation

• Prepare administrative, inventory, expense, and office operations reports.
• Maintain accurate electronic and physical filing systems.
• Keep supplier, contract, purchase, and workplace documentation organised and up to date.
• Support the development and maintenance of office SOPs and administrative procedures.
• Maintain records required for internal reporting, audits, and compliance.
• Provide regular updates to the Regional Admin Manager on office operations and outstanding matters.

Internal Events

• Support the planning and delivery of internal office events, celebrations, and employee activities.
• Coordinate suppliers,