Office Coordinator
Xdesign
Salary undisclosed
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Description
Working at CreateFuture
CreateFuture is an AI-native consulting partner where people do work that matters and are supported to do it well. We work alongside organisations such as PayPal, adidas, NatWest, FanDuel and Money Saving Expert, building digital products and services that make a difference while always putting people first.
We’re a team of creators. We write code, shape delivery, build go-to-market strategies, develop AI solutions and create the practices that support our people. We work side by side with our clients, challenging what’s not working and helping them to build the future. Our commitment to craft, quality, and culture has helped us scale to over 600 people in just a few years.
Our UK Benefits
- 35 days leave (including bank holidays).
- Private medical insurance.
- Enhanced parental and adoption leave.
- Financial coaching + 5% pension match.
- 40 hours of paid learning and development.
View our full list of UK benefits.
CreateFuture is a Great Place to Work-Certified™ company and has won Best Workplaces UK multiple years in a row.
Join us on our journey. Let’s create tomorrow, together, today.
About the role and team:
The office experience team is often the first point of contact for all Creatrs. As our Office Coordinator, you are responsible for supporting the day to day operations of our office environment, ensuring it runs smoothly, efficiently whilst maintaining a positive, productive working environment & culture
Working closely and supporting the Senior Office Coordinator, you will help implement processes, support internal communications and initiatives, and maintain an organised, welcoming, and well functioning workspace, collaborating with stakeholders across the business you work to ensure the smooth operation of our CreateFuture office. You will manage local office supplies, coordinate meeting spaces & events, and assist with facilities and administrative support.
Your role is to cultivate a human-centered office environment where every individual, whether colleague or visitor, feels welcomed, valued, and empowered to thrive, making the office a place our Creatrs want to visit and use collaboratively.
What you can expect:
- Manages the day-to-day running of the office ensuring that it runs smoothly and is maintained to a high standard.
- Strong attention to detail, excellent communication skills, and a proactive, can-do attitude in a dynamic and collaborative environment.
- Welcomes office visitors as the first point of contact for clients and any visitors attending the office, ensuring that all needs are taken care of and they have a great experience while visiting.
- Ensuring our offices offer a personalised experience with key celebrations being recognised.
- Proactively organises CreateFuture’s social calendar for office & charity events.
- Manages the day-to-day logistics of orders, services and deliveries for the business, including the organisation of company lunch.
- Coordinates and assists people with travel arrangements and is the main source of knowledge and information about the TravelPerk booking system.
- Works closely with the onboarding team to help facilitate the logistics of new starters joining the company and organising new equipment.
- Acts as the first point of contact for health and safety as well as Fire Safety.
- Handles any incoming JIRA requests and actions/escalates as required.
- Proactively liaise and follow up on requests with the building manager/concierge when there is an issue that needs to be resolved.
- Support and update on tracking of office works/issues and update relevant stakeholders.
- The point of contact with external vendors for all office-related queries.
- Acts as the main point of contact for our people who have office and remote working enquiries.
- Handle incoming and outgoing correspondence, including mail and packages maintaining any confidentiality.
- Communicates in a timely and effective manner, facilitating efficient information flow within the office
- Actions where applicable workstation assessment forms, and provide office equipment to our employees in line with policy.
- Works towards high engagement and turnout for office activities.
- Ensures the smooth running of the office with positive feedback from stakeholders.
- Onboard new employees with office walk through, pass distribution & management and key points of contact.
- Demonstrates strong attention to detail and organisational skills in all office-related tasks.
- Covers for Senior Office Coordinator when absent and proactively offer remote support to other offices.
What we’ll offer you:
We trust people to do their best work. That means flexibility over rigid rules, impact over activity, and real investment in your growth both professionally and personally. You’ll be part of a supportive, and friendly culture, surrounded by smart, curious people who care deeply about what they do.
We offer flexible working, including hybrid and remote options. Our office hubs are located in Edinburgh, Leeds, Manchester, London and Bulgaria, with occasional travel to client sites or CreateFuture offices when needed.
We trust you to manage your time balancing collaboration with client time and focused work. What matters is the impact you have, not how busy you look.
Our hiring process
We try to keep our hiring process clear, fair and respectful of your time. We aim to get back to everyone who applies and we will be upfront about where you are in the process.
It usually looks like this:
- Call with our Talent Acquisition Team
- Role specific capability interview
Depending on the role, we might also ask you to do a short presentation, a practical or technical task or have a values focused conversation. We will explain what is involved before anything happens.
Inclusion at CreateFuture
We believe diverse teams build better workplaces and better products. We want CreateFuture to be a place where people feel able to be themselves and do their best work.
If you need any adjustments or support during the application process, just. We will do what we can to help.
We look forward to your application!
Benefits
- health insurance
- professional development
About this role
Xdesign's Office Coordinator role is the operational backbone of the company's office experience, serving as the first point of contact for colleagues and visitors alike. You'll manage the day-to-day logistics that keep the workspace running smoothly—from coordinating meeting spaces and handling supplies to organizing events, managing travel bookings through TravelPerk, and liaising with building management on facilities issues. Working closely with the Senior Office Coordinator, you'll also support onboarding for new starters, handle health and safety responsibilities, process incoming requests via JIRA, and manage correspondence and deliveries.
This role demands strong organizational skills, attention to detail, and genuine people-focused instincts. You'll need to balance multiple priorities in a dynamic environment while maintaining a welcoming, human-centered office where colleagues feel valued. The position requires proactive communication, the ability to work cross-functionally with stakeholders across the business, and a can-do attitude when problems arise. You'll cover for your Senior Coordinator when needed and potentially provide remote support to other offices.
The position is fully remote but supports Xdesign's office hubs across the UK and Bulgaria, with occasional travel to client sites or offices as needed. You'll join a Great Place to Work-Certified company offering 35 days leave, private medical insurance, enhanced parental leave, a 5% pension match, and 40 hours of paid learning and development annually.
How this employer is doing
solid
- Expanding
Typical pay for this role
$60,000
Typical range: $40,000 to $80,000
In the news
Edinburgh-headquartered xDesign names its first chief product and technology officer amid expansion, The Scotsman
Pay for this role
The employer didn't post a pay range for this role. That usually means pay is set in negotiation, which favors whoever arrives with numbers. Check ranges on comparable Office Coordinator postings in your area, and analyze any offer before you accept it.
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