Office Coordinator – Synagogue

Location: Hours: Part-time, 30 hours per week (36-hour FTE)

We are a vibrant, welcoming and inclusive community, bringing people together through religious, educational, cultural and social activities. We are seeking an organised, proactive and personable Office Coordinator to become an integral member of our professional team. This is a varied and rewarding role, ideal for someone who enjoys helping people, keeping things organised and ensuring everything runs smoothly behind the scenes.

The Role

The Office Coordinator plays a central role in the smooth running of the office and is often the first point of contact for members, visitors, suppliers and external enquiries. You will help co-ordinate the day-to-day administration of the organisation, manage incoming enquiries, support office operations, maintain a welcoming and professional environment, and provide administrative support to senior staff and the Rabbinic Team where required. This role would suit someone who enjoys variety, takes pride in keeping things organised, and is equally comfortable responding to enquiries, managing diaries, ordering supplies, supporting colleagues and helping ensure our premises remain welcoming and well presented.

Key Responsibilities

Office Administration & Enquiries

• Act as a central point of contact for day-to-day organisational enquiries.

• Monitor and triage incoming emails, ensuring enquiries are directed to the appropriate team member.

• Answer telephone calls and respond to enquiries in a professional and welcoming manner.

• Assist colleagues with general administrative support across the organisation.

• Maintain accurate records, databases and filing systems.

Member & Visitor Experience

• Welcome visitors, members, contractors and suppliers to the building.

• Manage the door entry systems.

• Ensure public-facing areas remain welcoming, tidy and presentable.

• Receive, sort and distribute incoming post and deliveries.

• Help ensure visitors receive a positive and professional experience.

Diary & Meeting Co-ordination

• Manage calendars and diary management across the organisation.

• Arrange internal and external meetings and appointments.

• Co-ordinate meeting logistics, including room setup and refreshments where required.

• Assist with scheduling and co-ordinating all organisational meetings and events.

Office Operations

• Maintain office, kitchen and communal areas to a high standard.

• Monitor stock levels and place orders for stationery, refreshments, kitchen supplies and office consumables.

• Co-ordinate catering and food orders for meetings, programmes and other organisational activities.

• Ensure kitchen facilities remain organised, stocked and presentable.

• Liaise with suppliers to obtain quotations and place routine orders.

Facilities Administration

• Carry out regular checks of office and communal spaces to ensure they remain tidy and well presented.

• Report and follow up minor maintenance issues.

• Liaise with contractors and suppliers regarding routine works and visits.

• Assist in maintaining a safe, efficient and welcoming environment for staff, volunteers, members and visitors.

Executive Support

• Provide administrative support to the Co-CEOs and Rabbinic Team as required.

• Assist with document preparation, correspondence and meeting arrangements.

• Support organisational projects and initiatives from time to time.

• Undertake other reasonable duties appropriate to the role.

Person Specification

Essential

• Previous experience in an office administration, office co-ordination or business support role.

• Excellent organisational skills and attention to detail.

• Strong customer service and interpersonal skills.

• A warm, professional and approachable manner.

• Excellent written and verbal communication skills.

• Strong IT skills, including Microsoft 365 applications.

• Ability to manage multiple priorities and work independently.

• Strong problem-solving skills and a proactive approach.

• Ability to handle sensitive information with discretion and confidentiality.

• A willingness to work as part of a collaborative team.

Desirable

• Experience working within a charity, community organisation, membership body or synagogue.

• Experience using CRM or membership databases.

• Experience supporting senior managers or executives.

• Familiarity with facilities or office management responsibilities.

• Knowledge of the Jewish community and synagogue environment.

What We Offer

• The opportunity to play a key role at the heart of a thriving community organisation.

• A supportive and collaborative working environment.

• Opportunities for professional development and training.

• Four weeks' annual leave, increasing with service.

• Public and Bank Holidays, plus Jewish festivals that fall on weekdays.

• Early Friday finishes throughout the year.

For more information and to be personally recommended for the role, please contact our recruitment team: Yael [email protected] or Melissa – [email protected]

Code: J-02