Office Coordinator - 12-Month Fixed Term Contract

Schedule: full-time Employment: fixed_term About The Role and Team The Office Coordinator will play a vital role in supporting Quantum Motion’s Office Manager and wider Operations team during a period of ongoing company growth. You will ensure that our London workplace remains safe, well-maintained, highly organised, and capable of delivering an outstanding day-to-day experience for our expanding team and visitors. This is a hands-on operational role designed for an ambitious coordinator looking to develop their career in workplace operations. Initially, you will work side-by-side with the Office Manager, taking direct responsibility for defined recurring tasks across facilities management, vendor relations, onboarding as well as Health & Safety administration. As the business grows and your capability develops you will progressively take ownership of increasingly complex operational workflows, providing a resilient operational foundation and building the capacity to run day-to-day office operations independently. You will act as a key liaison across the business, collaborating with internal teams, building management, contractors, suppliers and external partners. Our Team Since 2021 our team has been listed every year in the “Top 100 Startups worth watching” in the EE Times in 2021 and 2022, and our technology breakthroughs have been featured in The Telegraph, BBC and the New Statesman. Our founders are internationally renowned researchers from UCL and Oxford University who have pioneered the development of qubits and quantum computing architectures. Our chairman is the co-founder of Cadence and Synopsys, the two leading companies in the area of Electronic Design Automation. We’re backed by a team of top-tier investors, and we have recently closed our Series C funding of $160 million. We bring together the brightest quantum engineers, integrated circuit (IC) engineers, quantum computing theoreticians and software engineers to create a unique, world-leading team, working together closely to maximise our combined expertise. Our collaborative and interdisciplinary culture is an ideal fit for anyone who thrives in a cutting-edge research and development environment focused on tackling big challenges and contributing to the development of scalable quantum computers based on silicon technology. This is a rare and exciting opportunity to be an employee at a scale-up shaping the future of quantum computing. There are vast opportunities for professional growth and to make an impact within the company. Our team of 100+ is based across London, Oxford, San Sebastián and Sydney, with our primary hub in Islington (London). Functions of the Role Receptionist & Visitor Experience Deliver a warm, professional front-of-house presence for all London office visitors and interview candidates. Manage visitor sign-ins, host notifications, room escorting, and hospitality service. Answer incoming calls, monitor designated inboxes, and channel requests into official tracking systems. Facilities, Operations & Supplier Management Oversee day-to-day office maintenance, space planning, and routine repairs. Serve as the primary on-site contact for building management, contractors, and vendors. Manage supplier relationships, track contracts, source quotes, and verify completed work. Maintain meeting rooms and common areas to ensure they remain clean, presentable, and fully functional. Deliveries, Post & Inventory Control Handle incoming and outgoing post, parcels, and courier shipments. Manage office supply inventory, handle purchase orders (POs), and reconcile supplier invoices. Keep kitchens, coffee stations, and shared supplies fully stocked and organized. Health, Safety & Compliance Support Perform routine H&S, fire safety, and hazard checks, maintaining accurate logs and documentation. Support fire drills, safety audits, risk assessments, and incident logging. Maintain equipment servicing schedules, training records, and first-aid provisions. Onboarding, Access & Workplace Administration Coordinate physical onboarding for new hires (desk setups, access passes, welcome kits, and office tours) and offboarding logistics with IT. Issue and track access cards, fobs, lockers, and physical asset logs. Maintain operational trackers, reception checklists, SOPs, and smooth shift handovers. Growth & Progression Opportunities  As your capability develops in the role, responsibilities can expand into: End-to-end facilities oversight and vendor contract management. Budget tracking and procurement negotiation. Advanced H&S compliance and risk management. Experience - Essentials Essential Strong organisational skills with the ability to manage multiple priorities. A proactive approach to identifying and resolving problems. Strong communication and interpersonal skills. Comfortable working with employees, suppliers, contractors and building management. Good attention to detail, particularly when maintaining records and completing recurring checks. Able to follow processes consistently while recognising when something needs to be escalated. Comfortable using digital systems, trackers and Google Workspace. Willingness to work predominantly on-site in London. Curious and motivated to learn how workplace and facilities operations work. Experience - Desirable Desirable Previous experience in office coordination, workplace operations, facilities, hospitality or a similar operational environment. Experience coordinating suppliers or contractors. Exposure to workplace Health & Safety administration. Experience working in a fast-growing or changing organisation. Benefits Be part of a creative, world-leading team Competitive salary and share options scheme Contributory pension scheme Group private medical insurance scheme Choose your own laptop/kit Life Assurance Cycle-to-work Scheme Flexible working Central London location EEO Statement Quantum Motion is committed to providing equal employment opportunity and does not discriminate based on age, sex, sexual orientation, gender identity, race, colour, religion, disability status, marital status, pregnancy, gender reassignment or any other protected characteristics covered by the Equality Act 2010. Internal Job Reference Number HRS-77