Office Coordinator

POP MART (09992.HK), founded in 2010, is a leading global company in the trend culture and entertainment industry. Centered around IP, POP MART has built a comprehensive platform for creative incubation and IP operation, empowering global creators while delivering exciting products, services, and immersive entertainment experiences to consumers.

POP MART identifies and nurtures emerging artists and designers worldwide, creating popular character IPs through a well-established IP development and operation system. Its portfolio includes iconic IPs such as MOLLY, SKULLPANDA, DIMOO, THE MONSTERS, and Hirono. By launching art toys and derivative products based on these IPs, POP MART continues to lead trends in consumer culture. As of the end of first half of 2025, POP MART operates over 550 physical stores and more than 2,500 Robo Shops across the world. Through multiple cross-border e-commerce platforms, the company has reached audiences in over 90 countries and regions, bringing joy to young consumers around the world.

Office Coordinator

Location: London, United Kingdom

Job Type: Full-time, Permanent

Department: Administration & Operations, Europe

Industry: Designer Toys & Collectibles

Reporting to: Regional Admin Manager, Europe

About POP MART

POP MART (09992.HK) is a leading global company in the trend culture and entertainment industry. Centered around IP, POP MART has built a comprehensive platform for creative incubation and IP operation, empowering global creators while delivering exciting products, services and immersive entertainment experiences to consumers.

POP MART identifies and nurtures emerging artists and designers worldwide, creating popular character IPs through a well-established development and operation system. Our portfolio includes iconic characters such as MOLLY, SKULLPANDA, DIMOO, THE MONSTERS and Hirono. POP MART operates over 500 physical stores and more than 2,300 Robo Shops across more than thirty countries and regions and, through multiple cross-border e-commerce platforms, reaches audiences in over ninety countries and regions, bringing joy to young consumers around the world.

POP MART has developed a comprehensive IP commercialisation ecosystem that spans multiple industries, deepening emotional bonds between fans and IPs while exploring broader opportunities for value creation. Our ventures include the world's first immersive intellectual property themed park in the art toy industry, the expansion of its IPs into global markets through licensing and co-branding with leading global brands, and the curation of art toy expos and intellectual property themed exhibitions internationally.

In Europe, POP MART has built a strong presence in key markets including the United Kingdom, France, Italy, Germany, the Netherlands and Spain, and is expanding into new high-potential markets. Our expansion brings POP MART closer to European fans and offers new ways for them to connect with our IPs and stories.

For more information, please visit www.popmart.com and our LinkedIn Career page.

What to Expect

POP MART is a fast-paced company with a young and multicultural team where you can expect to:

Gain broad professional experience supporting the full spectrum of office administration and operational functions.

Work alongside passionate colleagues from different cultures in a collaborative and engaging international environment.

Work closely with teams across Europe and international HQ in China.

Receive targeted training on internal systems, office tools and operational workflows.

Play an active role in creating an organised, efficient and welcoming workplace that supports POP MART's continued growth across Europe.

Gain exposure to office operations, procurement, vendor management, finance administration, events, compliance and workplace projects within a rapidly expanding international business.

Benefits

POP MART offers our employees:

Monthly appreciation gifts featuring selected POP MART collectibles.

A structured bonus scheme linked to both company and individual performance.

25 days of annual leave, in addition to bank holidays.

4x life insurance, together with group medical and travel insurance.

A confidential Employee Assistance Programme, alongside access to a discount platform for selected online retailers.

Training and development programmes, together with regular team events that encourage learning, collaboration and celebration.

The Opportunity

As an Office Coordinator, you will play a key role in ensuring that POP MART's London office operates smoothly, efficiently and professionally.

Working closely with the Regional Admin Manager, European teams and international HQ in China, you will coordinate day-to-day office operations, supplies, vendors, access systems, administrative processes, workplace projects and internal events.

You will be a key point of contact for colleagues, visitors, suppliers and external partners, helping to ensure that the office environment consistently supports productivity, collaboration and a positive employee experience.

The role requires strong organisational skills, attention to detail and the ability to manage multiple priorities in a fast-moving international environment. You should be comfortable working independently, solving operational issues proactively and communicating effectively with colleagues and stakeholders across different teams and cultures.

The Role and Candidate

This is a hands-on office operations role within POP MART's growing European organisation.

Reporting to the Regional Admin Manager based in London, you will take responsibility for the smooth running of the London office and provide day-to-day administrative support across a broad range of workplace activities.

You will coordinate office supplies and inventory, manage supplier relationships, support invoices and purchase orders, maintain access systems, welcome visitors, coordinate meeting rooms and assist with office moves, workplace projects and internal events.

The ideal candidate will have previous experience in office coordination, administration, workplace operations or a similar role. You should be highly organised, detail-oriented and comfortable managing several tasks and stakeholders simultaneously.

You will thrive in this role if you are proactive, reliable and solution-oriented, with the ability to identify issues before they become problems and take ownership of getting things resolved. Strong communication skills are essential, as you will work with colleagues across different functions and cultures, as well as external suppliers and international HQ teams.

Experience in a fast-paced international company, particularly within retail, consumer products, lifestyle, fashion, entertainment, toys or other rapidly growing environments, would be advantageous.

Responsibilities

Office Operations

Maintain a clean, organised, professional and welcoming office environment.

Coordinate day-to-day office operations and respond to workplace-related requests from employees.

Oversee office equipment setup, maintenance, repairs and supplier support.

Coordinate with building management and external service providers as required.

Act as the main point of contact for HQ on London office and administrative matters.

Identify operational issues proactively and coordinate appropriate solutions.

Maintain effective office procedures and support continuous improvement of workplace processes.

Inventory & Supplies

Manage office supplies, stationery, pantry stock and other workplace consumables.

Maintain accurate inventory records and establish appropriate minimum stock levels.

Monitor usage and anticipate replenishment requirements.

Coordinate procurement, price comparisons, purchase requests and deliveries.

Work with suppliers to ensure timely delivery and appropriate service levels.

Maintain records of purchases, stock movements and supplier information.

Payments, Expenses & Vendors

Process invoices, purchase orders and payment requests in coordination with Finance.

Track office-related expenses and prepare regular or monthly summaries.

Maintain accurate records of supplier contracts, invoices and payment status.

Coordinate vendor onboarding, renewals and contract administration.

Obtain quotations and conduct price checks where required.

Monitor supplier performance and escalate recurring service issues.

Support Finance with documentation required for office-related payments and expenses.

Access, Compliance & Workplace Administration

Manage office access cards, visitor passes and related access requirements.

Coordinate access arrangements for new starters and departing employees.

Support onboarding and termination processes from an office and facilities perspective.

Maintain appropriate records relating to access, workplace equipment and office administration.

Support compliance with internal policies, office procedures and building regulations.

Liaise with building management and relevant service providers on workplace requirements.

Visitors & Hospitality

Welcome visitors and provide a professional first point of contact for guests.

Coordinate meeting room bookings and ensure meeting spaces are appropriately prepared.

Arrange refreshments, catering and other hospitality requirements.

Support travel logistics and administrative arrangements when required.

Coordinate visits from HQ teams, business partners and other external stakeholders.

Office Moves & Projects

Support office moves, expansions, reorganisations and workplace improvement projects.

Coordinate project schedules, supplier quotations and logistics.

Liaise with internal teams, building management and external vendors to ensure smooth execution.

Support furniture, equipment and workplace setup requirements.

Maintain project documentation and track actions, deadlines and outstanding issues.

Help identify practical solutions to improve office efficiency and employee experience.

Reporting & Documentation

Prepare administrative, inventory, expense and office operations reports.

Maintain accurate electronic and physical filing systems.

Keep supplier, contract, purchase and workplace documentation organised and up to date.

Support the development and maintenance of office SOPs and administrative procedures.

Maintain records required for internal reporting, audits and compliance.

Provide regular updates to the Regional Admin Manager on office operations and outstanding matters.

Internal Events

Support the planning and delivery of internal office events, celebrations and employee activities.

Coordinate suppliers, catering, budgets, venues, equipment and logistics.

Work with internal teams to ensure events are delivered smoothly and professionally.

Support seasonal celebrations, team activities and other company initiatives.

Track event-related expenses and maintain relevant documentation.

Cross-Functional & HQ Coordination

Work closely with Finance, HR, IT, Legal, Retail and other internal teams on administrative matters.

Coordinate effectively with international HQ teams in China.

Support communication and execution of regional office-related initiatives.

Ensure administrative processes are completed accurately and within agreed timelines.

Contribute to a collaborative and positive workplace culture across the London office.

Required Qualifications

Proven experience in office coordination, office administration, workplace operations or a similar role.

Strong organisational skills with excellent attention to detail.

Ability to manage multiple priorities and deadlines in a fast-paced environment.

Experience managing office supplies, inventory and procurement processes.

Experience coordinating vendors, suppliers and service providers.

Confidence in handling invoices, purchase orders, expenses and administrative reporting.

Strong written and verbal communication skills in English.

Professional and approachable manner when dealing with colleagues, visitors and external partners.

Strong problem-solving skills and a proactive, solution-oriented mindset.

Ability to work independently while collaborating effectively with teams across different functions and cultures.

Good working knowledge of Microsoft Office or similar workplace productivity tools.

Experience using office administration systems or platforms such as Lark, or similar tools.

Strong record-keeping and documentation skills.

Willingness to take ownership of day-to-day operational matters and follow issues through to resolution.

Desirable but Not Essential

Experience coordinating office moves, expansions or workplace reorganisation projects.

Experience working within a fast-growing international company.

Experience in retail, consumer products, lifestyle, fashion, beauty, luxury, toys, collectibles or entertainment.

Familiarity with procurement, expense management or ERP systems.

Experience supporting internal events and employee engagement activities.

Experience working with international HQ teams or cross-border organisations.

Mandarin speaking.

Familiarity with Lark or other collaboration and workplace management platforms.

Experience managing facilities, building management or workplace service providers.

Apply

If you are an organised, proactive and detail-oriented office operations professional who enjoys creating efficient workplaces and supporting colleagues in a fast-paced international environment, we'd love to hear from you.

If you have strong administrative and coordination skills, experience managing suppliers and office operations, and the ability to take ownership of multiple priorities while working with teams across different cultures, this could be an exciting opportunity to join POP MART's growing European team and play an important role in supporting the London office.

Please apply with your updated CV via Apply Now

*POP MART is committed to equal pay initiatives and will not ask candidates for their current or past salary.

*As an Equal Opportunity Employer, POP MART does not discriminate against applicants or employees

because of race, color, creed, religion, sex, national origin, veteran status, disability, age, citizenship,

imarital or domestic/civil partnership status, sexual orientation, gender identity or expression or because of

any other status or condition protected by applicable federal, state or local law.