What will you be doing?
As an Office Coordinator, your responsibilities will include:
1. Meeting and greeting staff, visitors and contractors, ensuring they are signed in using the Proxyclick system, issued with relevant access cards, and that any required forms, such as confidentiality forms, are completed
2. Keeping the Facilities system up to date with vendor and supplier details, including RAMS and insurance documentation, and monitoring and acting on any helpdesk portal requests for the office
3. Managing the security door access control system, producing cards for staff, visitors and contractors, auditing security records, and ensuring cards are deleted and records kept accurate
4. Overseeing office cleaning, carrying out inspections, raising any issues with the cleaner, arranging holiday and sickness cover, and scheduling periodic cleaning such as window, chair and keyboard cleaning, as well as any ad hoc cleaning required, such as loading and unloading dishwashers after lunch, clearing out fridges on a weekly basis, or arranging collections of confidential waste
5. Stocking kitchen areas with consumables, servicing the bean-to-cup machines, ensuring daily cleaning, and maintaining supplies of fresh milk and coffee beans
6. Ensuring storage and coat cupboards are kept tidy and used effectively
7. Coordinating any required pest control visits in line with the PPM schedule
8. Checking that welfare facilities are clean and functioning, and reporting any issues to building management
9. Managing our meeting rooms, including checking bookings on Eptura Engage, assisting with external meeting requirements such as refreshments and catering, ensuring rooms are kept tidy and presentable, and occasionally reconfiguring meeting room furniture
10. Carrying out visual checks of firefighting equipment and making sure fire escapes and walkways are kept clear
11. Acting as a First Aider and Fire Marshal, ensuring first aid kits are fully stocked, defibrillator batteries and pads are in date, First Aider and Fire Marshal lists are kept up to date, and training is arranged when necessary
12. Carrying out DSE assessments, maternity assessments and personal emergency evacuation plans when needed
13. Ensuring recycling protocols are followed and that there is general compliance with the Environmental Policy
14. Meeting with new joiners to complete health and safety training and show them around the building and office
15. Assisting staff with travel bookings using the travel booking system
16. Accepting, sorting and distributing incoming mail, and processing outgoing items (minimal). This may involve visits to the local Post Office where necessary
17. Reconciling incoming invoices against purchase orders
18. Conducting online searches and ordering premises and administrative supplies
19. Providing ad hoc administrative support to the wider office
What skills and experience are we looking for?
20. Previous experience in office services
21. IOSH Managing Safely qualification
22. Strong administrative skills
23. Basic IT skills, with knowledge of Excel, Microsoft Teams, and Eptura Engage meeting room management and desk booking systems being an advantage (training provided)
24. Flexibility in hours worked and duties undertaken. The role involves manual handling tasks (training provided), for example lifting delivery boxes and moving furniture
25. Ability to work on your own initiative, independently and as part of a team
What’s in it for you?
Take a look at our and Career stories pages to see why our people love being here! As well as joining a certified B-Corp, multi-award winning, fun, collaborative, people first organisation where your personal and professional skills will be developed to make you the best you can be, we offer an attractive benefits package designed to promote your overall wellbeing so that you are able to perform to your full potential both in and out of work. Currently our core benefits package includes:
For you:
26. Professional study support (where applicable)
27. Access to our internal Wellbeing, LGBTQ+, Multicultural and Women’s networks
For your family:
28. Life assurance
29. Income protection
30. Enhanced maternity/paternity/adoption and shared parental leave
For your health:
31. 26 days annual leave (pro-rata for part-time working) plus bank holidays (most of which can be taken flexibly!) with options to buy & sell holiday
32. Private medical insurance
33. Discounted gym memberships, critical illness and dental insurance through our flexible benefits
34. Eye care vouchers
35. Cycle to work scheme
36. Digital GP services
For your wealth:
37. Competitive pension scheme
38. Discretionary bonus scheme
39. High street discounts
40. Season ticket loans
For others:
41. Volunteering opportunities
For the environment:
42. Electric vehicle salary sacrifice scheme (qualifying period applies)