Office Coordinator

THE WHY

We have a core belief that our toxic, sedentary lifestyles are making humans, and the planet, sick. So, we’re on a mission to change it.

To help us keep the mission on track, we’re looking for a London Brand Hub Coordinator with a proactive, people-first approach to support the smooth running of our space, creating and hosting a welcoming environment for our team and guests.

This role blends operational coordination with cultural hosting - ensuring the space is not only functional but also joyful, regenerative, and deeply human. You’ll be the heartbeat of the Brand Hub, curating experiences that surprise, delight, and connect.

WHERE YOU’LL PLAY

• Coordinate daily administrative and operational tasks including supplies, deliveries, inventory, and vendor liaison, ensuring best-in-class service aligned with our values and regenerative principles.

• Host colleagues and guests with warmth, professionalism and intention, acting as the first point of contact.

• Prepare meeting spaces proactively and ensure smooth running throughout the day, creating magic moments of surprise and delight that personalise their experience.

• Maintain efficiency, consistency, and general upkeep across the office.

• Ensure compliance and necessary follow up with office guidance, health and safety, and security procedures, including scheduled reviews (e.g. building maintenance, fire safety, security).

• Hold primary responsibility for alarm systems and emergency contact protocols.

• Coordinate and build strong relationships with administrative services such as procurement, facilities, building maintenance, mail, scheduling, and general office support.

• Support internal events and communications, including promoting attendance at external events and sharing updates across the company.

• Collaborate with the People and Finance teams to support back-office functions such as onboarding, petty cash oversight, and invoicing.

• Streamline processes with Retail to improve operational efficiency, collaboration, and connection.

• Review supplier and vendor contracts on an ongoing basis, negotiating improved terms and pricing to deliver cost savings while maintaining service quality.

• Act as liaison with Barleywood Nature HQ, coordinating joint projects, activities, and resource sharing.

• Champion a positive and inclusive workplace culture, encouraging collaboration and maintaining high spirits even when problem-solving.

• Promote community and employee experience through inspiring internal communications and engagement initiatives.

• Collate relevant data and insights to support internal circles (e.g. Regenerative, People).

• Support with ad hoc duties as required to ensure smooth day-to-day operations.

• Ensure a safe working environment for all including team members, customers and contractors.

• Create, follow and enforce all health and safety procedures, risk assessments and safe working practices.

• Monitor the whole retail space for hazards (e.g., spills, obstructions, faulty equipment) and act immediately to reduce risk.

• Report accidents, injuries, near misses and dangerous occurrences in line with Vivobarefoot procedures in line with RIDDOR/Local legislation compliance.

• Maintain accurate safety records, including incident logs, daily checks and equipment inspections.

• Cooperate with Health & Safety teams, auditors and regulators to ensure legal compliance.

ALL ABOUT YOU

WHAT YOU BRING

• Previous experience in office coordination, facilities and/or multi-site coordination.

• Knowledge of multi-site health & safety compliance would be advantageous.

• Actively using AI and how it can be adapted to your day to day and role

• Experience collaborating across different teams and locations with a range of stakeholders

• Warm, approachable and enthusiasm for creating memorable moments.

HOW YOU WORK

• Highly organised with sharp attention to logistical and operational detail.

• Calm under pressure and solutions orientated.

• Punctual and reliable.

• Excellent communication, discretion, confidentiality and interpersonal skills.

• Already using AI in your day to day, with an understanding about how it can be adapted to your role.

• Flexible, resourceful, and comfortable juggling diverse responsibilities.

WHO YOU ARE

• Energetic, sociable, and culturally aligned with a brand that values creativity and community.

• Familiarity or genuine interest in environmental initiatives, mindful operations, or outdoor lifestyles.

• Previous involvement in nature-based initiatives or sustainable business is a plus.

How we work with AI

AI is already part of our everyday, helping us research, create and move faster to enhance customer experience, so we can put more energy into the work only humans can do.

What AI fluency means to us

• You don’t need to be technical or know any particular tools but you do need to get AI. For us, that means:

• Curiosity: you already use AI in your work, and you’re always looking for smarter ways to use it.

• Judgement: you know where AI adds real value, where it falls short, and when a task needs a human.

• Ownership: you check what it gives you and stand behind the final result, whatever helped you get there.

You’ll be based full-time at our London Brand Hub on Neal Street, right in the heart of Covent Garden.

Vivobarefoot believes that diversity is the essence of its ecosystem. We encourage diversity of thought and believe that it enables creativity and innovation to flourish. Our mission is to create a fair and equitable workplace where people thrive and are empowered to become their true selves at work. We believe that feedback and fostering collaboration will allow employees to blaze new trails and enjoy every aspect of the Vivobarefoot community.

Every opportunity for recruiting a new member of the Vivobarefoot community should be an opportunity for us to introduce fresh perspectives, talent, and skills into our community. Therefore, our commitment is to recruit regardless of race, colour, nationality, religion, sexual orientation, disability, mental health illness, marital or parental status, national or social origin, gender identity, age or any other characteristics protected by law. We look forward to walking this barefoot journey with you!