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 wasteAdecco 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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