Office Coordinator

• Location: On-site Oxford 
• Job Type: Full-time (Part-time considered)
• Hours: 36.5 can be flexible with hours

We are excited to offer a central role within a renowned Oxford organisation, focusing on customer relations and core administrative services. This position is ideal for someone who thrives in a collaborative environment, possesses excellent communication skills, and is committed to providing outstanding service. The role demands flexibility, professionalism, and a proactive approach to a variety of tasks across the department.

Customer Engagement and Department Community

• Serve as the front-of-house representative, providing high-level customer service and being the first point of contact for enquiries.
• Manage the enquiries mailbox, professionally handling email queries and directing them appropriately.
• Coordinate the Visitor Programme, track applications, secure approvals, and support integration of visitors upon arrival.
• Administer room bookings, manage kitchen stocks, and lead engagement with suppliers.
• Organize and host departmental social and wellbeing activities.
• Support other teams during significant events such as open days and major lectures.

Departmental Administrative Services

• Administer access control, manage physical mail, and act as the telecommunications coordinator.
• Maintain stocks of office equipment, stationery and make purchases using the Oracle financial system.
• Update various databases with accuracy and administer the parking permit scheme.
• Deliver parts of the department’s standard induction for new staff, students, and visitors.

Departmental Space and Building Management

• Ensure a high standard of presentation across the department, monitor building issues, and coordinate contractor visits.
• Monitor health and safety issues, assist with emergency procedures, and support office space configurations.

General

• Support continuous improvement initiatives and maintain the role's manual on SharePoint.
• Undertake necessary training and perform other duties as required, potentially including managing an operations project.

• A-level education or equivalent experience in an administrative role.
• Demonstrable enjoyment and effectiveness in working collaboratively.
• Proven experience in delivering excellent customer service.
• Strong communication skills and proficiency in Office 365, especially Excel, Teams, and Outlook.
• Ability to work independently and as part of a team, with effective time management skills.

• Experience in facilities management and health and safety processes.
• Familiarity with workflow visualisation tools like Miro, Visio, or Power Automate.
• Experience in updating SharePoint sites.

• Competitive salary and flexible working patterns.
• Comprehensive training including first aid, fire safety, and manual handling.
• Opportunities for professional development and involvement in departmental projects.

To apply for this Office Coordinator position, please submit your CV.