What will you be doing?
As a Office Coordinator your responsibilities will include:
1. Meeting and greeting staff, visitors and contractors. Ensuring they are signed in on the proxy click system and issued relevant access cards as well as any forms such as confidentiality are signed
2. Keeping the Facilities system up to date with vendor and supplier details such as RAMS and Insurance documentation. Monitor and act 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 systems and ensuring cards are deleted/records are accurate
4. Office cleaning, carrying out inspections and raise any issues with the cleaner. Arranging required holiday and sickness cover. Arranging cleaning periodicals such as window cleaning, chair cleaning and keyboard cleans. As well as any required ad hoc cleaning such as loading and unloading dishwashers after the lunch period, clearing out fridges and cleaning on weekly basis or arranging collections of confidential waste
5. Stocking the kitchen areas with consumables: Servicing the bean to cup machines, ensuring daily system cleaning and fresh milk and bean supply
6. Ensuring storage and coat cupboards are kept tidy and in best use
7. Coordinating any required visits for pest control to align with the ppm schedule
8. Checking welfare facilities are clean and functioning, reporting any issues to building management
9. Managing our meeting rooms this could include checking bookings on Eptura Engage, assist with any external meetings requirements such as refreshments/catering, ensuring rooms are kept tidy and presentable as well as occasional reconfiguration of meeting room furniture
10. Carrying out visual checks of fire fighting equipment, make sure fire escapes and walkways are kept clear
11. Becoming a First Aider and Fire marshal, ensuring the first aid kits are kept stocked and defibrillator battery and pads are in date. Ensuring First aid and Fire Marshal lists are kept up to date and arrange training when necessary
12. Carrying out DSE assessments and maternity assessments as well as personal emergency evacuations plans when needed
13. Ensuring recycling protocol is being followed and 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 via the travel booking system
16. Accepting, sorting and distributing incoming mail and process outgoing items (minimal). This may involve making visits to local Post office as necessary
17. Reconciling incoming invoices against purchase orders
18. Conducting online searches and ordering of premises and administration supplies
19. Completing any ad hoc administration assistance to the wider office
What skills and experience are we looking for?
20. An individual with previous office services experience
21. IOSH managing safely qualification
22. Good administrative skills
23. Basic IT skills. Knowledge of Excel, Microsoft Teams and Eptura Engage meeting room management and desk booking systems an advantage (Training provided)
24. Flexibility of hours worked, and duties undertaken. The role involves manual handling tasks (training provided), eg lifting delivery boxes, moving furniture etc
25. Ability to work on own initiative, working either alone and/or 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)