As an Administration & Operations Coordinator, you will take ownership of the day-to-day running of our office and operational systems. This is a hands-on role supporting a growing technology startup, ensuring that the administrative, financial, and logistical tasks run smoothly.
We are looking for capable and motivated hires with strong attention to detail who are eager to learn and grow with the company. This role has potential to evolve into either an operations or finance-focused career path as the company scales, depending on the candidate's expertise and interests. Training and mentoring will be provided to support career progression in either direction.
Key Responsibilities
* Support bookkeeping and financial administration in Xero: processing expenses and invoices and liaising with our CFO and external accountants.
* Assist with procurement and supplier management.
* Maintain grant documentation and help to identify new grant funding opportunities.
* Update our CRM and flag upcoming conferences or partnership opportunities.
* Support scheduling and logistics for internal and external meetings, circulating materials, and assisting with travel arrangements.
* Maintain document and slide templates to ensure brand consistency, updating shared resources such as document and media libraries.
* Manage office supplies and help streamline internal processes and communication across teams.
Requirements
Essential Experience
* Excellent organisational and communication skills.
* Basic financial literacy and willingness to learn Xero bookkeeping.
* Proficiency with Microsoft 365 and cloud tools.
* Strong attention to detail and the ability to handle and prioritise multiple tasks.
* Adaptability and a proactive problem-solving mindset suitable for working in a start-up.
Desirable Experience
Ideal candidates will show experience or expertise in one or more of the following areas:
* Previous experience in office administration, bookkeeping, or operations support
* Familiarity with CRM systems
* Experience in grant management and/or grant applications
* Basic knowledge of Xero or similar accounting software.
Eligibility: Candidates must be able to prove that they are eligible to work in the UK.
Benefits
Salary
Salary will be dependent upon level of skill and experience. We therefore anticipate the following:
* £26k – £30k for applicants with administrative experience and strong aptitude.
* £30k – £34k for applicants meeting the desirable characteristics.
Benefits
* Employee share option scheme
* Optional 9-day fortnight work pattern
* Flexible working arrangements where possible
* 25 days paid leave plus bank holidays
* Annual discretionary training allowance
* Company matched pension contributions up to 5%
* Travel to work loan scheme
This role is advertised as full-time, however, part-time would be considered at a minimum of 0.6 FTE. We are pleased to accommodate flexible and hybrid working where appropriate but, as a small company focussed on technology development, we find hands-on system and collaboration time to be highly valuable, so encourage time spent in the office and expect this when required.
Application Process
Closing date: Until position is filled. We are keen to fill this position as soon as possible. Applications will be reviewed as received so this vacancy may be closed earlier; early applications are therefore encouraged. Ideally candidates will be able to start at the latest in February 2026.
Interview Process: Initial telephone/ video calls will be used for shortlisting candidates. Shortlisted candidates will be invited for an in-person interview. The in-person interview may include a short presentation of previous experience. Candidates will be informed in advance of this.
Disclaimer: Whilst we will aim to get back to everyone who applies, we are a small company and may not be able to provide feedback to all applicants. We apologise for this inconvenience.
Equal Opportunities
We are an equal opportunities employer and commit to encouraging equality, diversity and inclusion in the workplace whilst creating an environment which promotes dignity and respect for all. We post our job descriptions across a wide range of recruitment platforms to enable us to garner the most diverse range of candidates we possibly can.
Adjustments and Provisions
We are dedicated to putting in place any reasonable adjustments that may be required to meet the needs of those who wish to apply for a position at Mode Labs.
If you are comfortable to do so, please share if you have a declared disability, for example but not limited to: a social communication impairment such as autism spectrum disorder, a specific learning difficulty such as dyslexia, dyspraxia or ADHD; a mental health condition, a sensory impairment affecting sight or hearing or a physical or mobility impairment.
About Mode Labs
We are a dynamic, customer-driven technology company focussing on the development of the next generation of autonomous chemical sensing systems for environmental monitoring.
Based in Oxford – UK, Mode Labs was founded in 2024 as a spin-out from the University of Oxford Chemistry and Materials Departments with the aim to become a leading supplier of chemical sensing technologies in the environmental sector.
Our Vision is to bring chemical understanding outside of the laboratory, delivering clear and concise measurement data where it is needed most. Precision sensing, anytime, anywhere. Our Mission it to protect the environment and human health by monitoring and reporting changes to our ecosystems.