Company Coordinator

Company Coordinator

Salary: Up to £24,000 pa
Location: Bristol, with the flexibility to work at home
Reporting to: Operations Manager
Deadline: Monday 22nd July, at 12 pm

About Mindfully Wired (MW) 

MW is a vibrant and unique communications consultancy working on environmental issues and campaigns through bold, values-led communication. Within the environmental sector, we have a specialism in ocean-themed topics, working broadly across issues such as marine governance and protection, seafood marketing and the blue economy, and coastal communities. As a small-but-mighty team of scientists, linguists, event pros, policy buffs, and creatives, we use our broad experience and personal values to tell a new story of sustainability.

The role

Do you have a passion for process, desire for detail and care for collaboration? Mindfully Wired is looking for someone who has worked either as a Project Manager, Office Manager or Executive Assistant to fill our newly created role of Company Coordinator. 

You’ll be adept at juggling and plate spinning (metaphorically of course!) and you’ll work closely with our Operations Manager, Head of Finance, Managing Director and Company Founder to make sure that the entire organization is ship shape and well supported to deliver against the business plan.

You’ll be happy to roll your sleeves up and get involved in financial and operational administration tasks, as well as playing an important role in business development and marketing.

You’ll have a calm and collected demeanour, be adept at offering solutions and thrive working across the entire Mindfully Wired team. 

This is a full-time role. We’ll consider four days per week for the right person.

Our ideal candidate will live within commuting distance of Bristol, with an expectation to be in our Bristol office at least three days per week.

You will be responsible for:

• Company-wide coordinator for project and capacity planning:
  • Leading meetings alongside the Operations Manager with project leads to ensure teams and projects are appropriately staffed
  • Pulling together data from our project management tools to support the Operations Manager and in resource planning.
  • Supporting the Operations Manager in managing project contracting.
  • Monthly reporting on billable v non-billable hours 
• Diary and in-box management support for the Founder
• Working with Founder, Managing Director, Associate Director and project leads on new business opportunities; acting as the project manager, ensuring bids are submitted on time, and inputting into quote development as appropriate
• Working with Managing Director and Operations Manager on delivery of new business and marketing plan, including but not limited to:
  • identifying and booking conferences 
  • building and maintaining prospect lists, contacting prospects 
  • managing MWC social media channels
• Supporting HoF and Operations Manager with financial administration including but not limited to drafting sales invoices, maintenance of the administrative filing structures including financial information, such as invoices, receipts etc.
• Petty Cash management for the Team
• Booking travel and accommodation for team 
• Supporting the Senior Leadership Team on their quest for MWC to gain B-Corp accreditation and playing a leading role in driving the administrative process

You will be:

The ideal candidate will be friendly, flexible, highly professional and an adept multi-tasker with the following skills:

Essential:

• Administrative experience, including diary and email management
• Exceptionally organised, with the ability to maintain organised digital filing systems (G-drive, email inbox etc.)
• Experience of overseeing and using administrative processes
• Fluent in the use of Microsoft Office and confident with Google tools
• Excellent oral and written skills, including the ability to confidently liaise with other professionals and diverse stakeholders
• Calm and friendly demeanour with the ability to forge excellent working relationships
• Highly dependable and flexible
• Determination, drive and the ability to juggle a diverse workload whilst consistently delivering to deadline

Desirables: 

• Degree level qualification
• Experience of financial processes (such as drafting invoices)
• Experience of working with Xero and Dext including the maintenance of the Sales and Purchase ledgers
• Experience of Payroll administration and management
• Demonstrable interest in the environment

Think this sounds like the right role for you? Get in touch!

Applications are open until 12:00 on Monday 22nd July 2024. Please upload an engaging one-page cover letter and a CV of no more than two sides to our Operations Manager, Martha Fitch Little using the form accessible via the apply button, which will take you through to our website.

If you have any questions about your application or the role please contact recruitment@mindfullywired.org.

~ To be mindful means to be conscious or aware of something ~

Being mindful is woven through our very roots; it’s who we are and it’s how we’re wired. We’re aware that currently, we all look the same. Every application – no matter age, gender, background, ethnicity or identity – is welcomed at Mindfully Wired. Our communications and ideas will be stronger with a more diverse team. We will consider all applicants who meet most or all of the essential competencies regardless of their identity or background. 

We know that diverse candidates may be reluctant to apply for jobs where they don’t meet 100% of the criteria outlined in the job description - we strongly encourage anyone to apply who can demonstrate the variety of skills and experiences relevant to meeting the requirements of this role.