THE POSITION
Our Operations & Office Coordinator is an integral part of the wider team, crucial to the success of our smooth-running office and the welcoming face of Original Travel to visitors. The position combines several administrative and clerical roles, maintains administrative systems, implements procedures, and works closely with other teams and individuals from all levels of the business.
MAIN ROLES
Office Coordination
• Responsibility for the smooth running of the office, serving as a central point of contact for internal and external communications, creating a productive and enjoyable environment.
• Welcoming our high value clients and visiting suppliers to the office, directing inquiries to the appropriate personnel and providing general support for them.
• Coordinating in-house activities: Monthly lunch meetings, Birthdays, celebrations, talks and liaising with the DIT Team to support other events within the office.
• Assist in the on-boarding process for new hires, including their Desk Ready process and technical set up.
• Assisting Directors in implementing any necessary office Health & Safety / Fire Safety regulations in the office.
Mailing
• Responsibility for all elements of postage, including managing relationships with Royal Mail, franking machine maintenance and stock levels.
• Posting brochures to clients in collaboration with the Marketing Team. Auditing stock levels, managing returns and related address updates.
• Coordinating client mailing in collaboration with the Sales and Service Team. Sending, itineraries, books, family packs, Wifi routers, GoPro's and gifts. As well as supporting with the ordering of these as required.
Supplies & Equipment
• Managing ongoing relationships, such as with the cleaners, air conditioning service team, window cleaners, coffee beans, milk delivery company, fire extinguisher maintenance providers, water filters, kitchen laundry, etc.
• Managing stock levels; stock taking, and ordering of office, kitchen and bathroom supplies.
• Managing the ADT entry fobs for staff and liaising with the ADT alarm maintenance team.
• Manage office printers; co-ordinating maintenance contractor visits and the stock levels of paper and toners.
• Coordinate with IT / STL on ordering and recycling IT and office equipment. Ensure that all items order are received, invoiced, paid on time, and for managing the related IT/Staff documentation.
Maintenance
• Responsibility for the condition of the office, ongoing maintenance - such as organising plumbers, electricians or other contractors.
• Liaising with Directors and the building's block management company where required, to arrange necessary repairs.
• Responsibility for implementing the Design Team's office decor programme; ordering and assembling office equipment, furniture or decor.
• Regular office maintenance task including; automated coffee machine sanitation and descaling, watering and care for plants.
Operations & Administrative Support
• Assisting Operations teams with service booking tasks when required; this may include online booking of airport or land services for Sales teams.
• Assisting Operations teams with Systems support when required; this may include data entry into the CRM or other systems.
• Assisting other teams with similar systems support or administrative tasks as required.
SKILLS REQUIREMENTS
• Organisation
• Dependability and integrity
• Adaptability and creativity
• Problem-solving and conflict resolution skills
• Analytical and critical thinking skills
• Effective communication
• Planning and budgeting
• Leadership and teamwork
CONDITIONS OF EMPLOYMENT
• The receipt of satisfactory references prior to the start date
• The completion of an initial three-month probationary period
• Contractual freedom to commence employment
• All applicants should be able to accept legal employment in the UK
BENEFITS
• Competitive salary range of £28,000 p.a. to £29,000 p.a. and a comprehensive and industry-leading benefits package including:
o 23 days annual leave, increasing one day per full year of service up to 30 days
o Comprehensive bonus and incentive schemes
o Private medical insurance
o Enhanced contributory pension scheme
o Travel insurance o Enhanced maternity policy
o Enhanced paternity policy
o Cycle to Work scheme
o Sabbatical option after five years of continuous service
o Regular social events and employee development initiatives
APPLICATION PROCESS
Applicants should send their CV, and covering letter to Owen at
Applicants will then hear from Original Travel as to whether they have been invited for an interview.
There will likely be two interview rounds, with an appointment announced as soon as possible thereafter.