Operations & Administration Coordinator

Staff work a hybrid schedule with 3 days/week in the office

Ensures the smooth functioning of the IFAW UK office, including delivering core office services and facilities, processing mail and deliveries, providing HR and Finance support, welcoming visitors, and other general office duties.

The Operations, Administration, and Office Coordinator ensures that IFAW meets fire, safety, and security obligations.

Facilities, Office Support & Safety

• Ensure the office operates as a professional, safe, compliant, and well‑organised working environment.
• Manage office facilities and service providers, including maintenance, cleaning, utilities, security, and other building services.
• Ensure the safe handling and disposal of confidential waste and compliance with data protection requirements.
• Act as Fire Warden and support the implementation and testing of fire evacuation procedures. Support workplace health and safety compliance, including coordinating risk assessments, maintaining accident and incident records, statutory safety checks, and ensuring first aid coverage.

General Administration & Operational Support

• Provide general administrative and operational support to UK staff, including bank deposits, invoice processing, and coordinating the drafting and signing of new contracts.
• Support recruitment, drafting employment contracts, and staff induction processes.
• Provide logistics and administrative support for meetings, events, and visits from colleagues and other guests and stakeholders.
• Manage incoming and outgoing office mail and courier services.
• Support the management of office invoices and administrative finance processes, including banking deposits and record keeping.
• Undertake additional administrative or operational duties as required to support the effective running of the office.

• Proven organisational and coordination skills with the ability to deliver practical and efficient results.
• Excellent time management and prioritisation skills.
• Ability to work independently and collaboratively across teams.
• Strong problem‑solving capability and ability to manage competing priorities.
• High attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong IT proficiency (Word, Excel, PowerPoint, Outlook; familiarity with HR or finance systems desirable).
• Understanding of UK employment, health & safety, and basic governance requirements desirable.
• Legal background or knowledge would be advantageous.
• 25 days’ holiday + public holidays + 5 discretionary days
• Cycle to work scheme.
• Newly renovated, modern office
• Dog-friendly office

At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people. We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds.