Office Coordinator

Job Description

Office Coordinator

Contract Type: Full time, permanent

Reporting Line: EA to CEO

Hours: 08:30-17:00/09:00-17:30

Location: Marble Arch (full-time in office)

Overview of the role:

To be responsible for supporting the operation of the office including:

• General day-to-day management of the office
• Be responsible for day-to-day Health and Safety Management of the office and ensuring all necessary risk assessments are carried out, with actions co-ordinated and managed through to completion. Attend the Health and Safety Committee to report on these activities.
• Co-ordinating planned maintenance pertaining to the office with contractors and suppliers
• Managing incoming and outgoing post and other communications
• Carrying out other duties including room preparation and refreshment for meetings (internal and external)
• Provide support and assistance to company including procurement and distribution of stationary and associated supplies
• Represent the company at monthly building management meetings
• Represent the company for any third parties attending to undertake services for the office
• Management and maintenance of the filling system for the company including archived files
• Provide cover for Reception and other PAs as required
• Oversight of health and safety and coordinating any repairs/issues at our satellite locations
• Any other duties that may be reasonably required

Job Responsibilities:

Office Management

• Responsibility for the building and procedures to run smoothly
• Preparation of meeting rooms
• Order couriers (bikes and overseas) as required
• Liaise with building management regarding contractors' access, all problems with our workspace and temperature control
• Ensure contractors have submitted the correct paperwork to building management before their visit
• Liaise with cleaners regarding any problems
• Keep staff security pass spreadsheet up to date
• Book jobs through helpdesk for any work needed to be done in our office
• Induct new staff into office procedures
• Keep track of locker / locker key assignment
• Manage reactive works which arise
• Co-ordinate and manage statutory and non-statutory Planned and Preventative Maintenance (PPM). Review documentation to ensure compliance is achieved.
• Provide support for office staff and IT teams where needed, specifically floating cover for PAs during absences and cover for Reception during two daily breaks, lunch over and absences
• Responsibility for all utility services supplying the office. Including obtaining meter readings and approving invoices

Facilities Management

• Assist facilities with ad hoc duties
• Issue keys to contractors
• Provide support to Service Desk Teams
• Oversee PPMs for the portfolio
• Contract management and review of suppliers

Health & Safety

• Carry out new starter H&S inductions
• Manage H&S Workstation / DSE risk assessments
• Attend H&S committee meetings

Filing and Archiving

• Process boxes to be sent / recalled from offsite storage

Postal duties

• Open and distribute incoming mail
• Frank / prepare all outgoing post for royal mail collection
• Process any mail due to be returned to sender

General

• Order all supplies for the office, ensuring this is done so at competitive rates
• Process and arrange collection of all photocopying to go out
• Benchmark and tender for new suppliers
• Manage the office in line with carbon reduction targets and the supplier charter
• Promote recycling and reduce office waste

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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