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Office Services Coordinator

Posted 26 February by TOPRA Ended

Would you like to make a significant contribution to an international not-for-profit healthcare organisation? Then TOPRA has the role for you.

The Organisation for Professionals in Regulatory Affairs is based in Docklands, London. Our members are healthcare regulatory professionals who help ensure the delivery of safe and effective medicines and medical technologies to market.

The Role of Office Services Coordinator is all about supporting the various teams across the business as well as being our receptionist. You will:

Meetings bookings

  • Make meeting room reservations, set up room and supply catering/AV/other requirements, clear room
  • Make teleconference bookings, issue dial-in details
  • Provide weekly and monthly summary of all internal and external meetings held
  • Ensure invoicing when required
  • Book hotels and transport for Board members

Office supplies

  • Be responsible for stock control, ordering, receiving and putting away of catering, stationery and other office supplies

Office services

  • Have oversight of the offices to

ensure they are clean and tidy.

  • Maintain records of services, key

dates, contact details etc.

  • Organize supplier visits when needed

and keep records as necessary, to include PAT testing, fire

extinguishers, plants, maintenance

calls etc

  • Health and safety records
  • Management of cleaning services
  • Management of access control


  • Act as point of contact for Landlord

and central office support

  • Act as First Aider (training supplied)

and Fire Warden

Finance support

  • Coding and data entry of invoices
  • Circulate invoices for approval
  • Processing of credit card payments
  • PCI systems conformance
  • Filing of supplier invoices and event invoices

General Admin support

  • Preparation and shipping of materials to conferences
  • Occasional attendance at conferences (v occasionally EU)
  • Oversight of conference material storage and off-site archiving systems

The skills, knowledge, qualification and experience that the job holder must have in order to perform the job successfully

  • Excellent oral and written English
  • Ability to use customer management databases
  • Excellent organisational and administrative skills
  • Excellent Customer Service skills
  • Planning & prioritising skills
  • Basic financial awareness and understanding: experience with Sage preferred
  • Good knowledge of Word, Excel, Outlook and Powerpoint (Microsoft Office suite)
  • Ability to work unsupervised but also to act as part of a team

TOPRA values the diversity of its community and aims to have a workforce that reflects this. We therefore encourage applications from all sections of the community.

We are committed to ensuring that all employees and job applicants are provided with equality of opportunity in employment. This commitment is reflected in our employment policies and practices, recognising the provision of equal opportunities as a matter of good management practice.

Required skills

  • Bookings
  • Data Entry
  • Not-for-profit
  • Stock Control
  • Oversight

Reference: 34555127

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