Office Coordinator

Purpose:

Working within the shared services department, predominantly supporting the office Manager in the general running of the office facilities and administrative support in Office, IT and Health & Safety policies and procedures. The role will also support our People Partners Manager and Executive Assistant where required.

Key Responsibilities:

Health & Safety management & administration

• Training – organise relevant H&S training for employees
• H&S inspections – conduct regular H&S inspections for the building at regular intervals & organise.
• Risk Assessment – conduct risk assessments for office and business activities and action any findings as appropriate.
• DSE assessments – conduct DSE assessments on annual basis & action any findings.
• PAT testing – Ad hoc pat testing for electrical items.

Facilities Management

• Manage preventative maintenance schedule – ensure building equipment is serviced and maintained in line with manufacturer recommendations & legal requirements.
• Utility Contracts – annually tender utility supplies.
• Contract tendering – source and tender service contracts & aide in decision
• Contractor management – Ensure all building contractors service contract, RAMS & emergency details are kept up to date.

Environmental Management System

• Help in developing environmental policy
• Maintain monthly reporting on CO2 emissions & environmental metrics.
• Implement sections of the carbon reduction plan.

• Responsible for procurement and managing inventory including office supplies, branded clothing, PPE.
• Provide general office support for our business divisions including phone answering, post, and deliveries along with general administrative duties.
• Support the Office Manager and People Partners Manager with onboarding, training and other employee procedures where required.
• Support meeting requirements. (Pre-register guests, Setup room, refreshments)
• Greet any visitors to the offices in a professional manner and provide refreshments

when appropriate

• Conduct surveys and gather feedback on office environment to identify improvement opportunities.
• Ensure the office is kept presentable and organised.
• Aide in organising company social & engagement events
• Organise travel arrangements for staff when required (booking flights, hotels, car hire)

Person Specification:

• Highly organised and time management skills.
• Good numeracy, communication, and literacy skills
• Good IT skills, including knowledge of a range of software packages.
• The capacity to prioritise tasks and work under pressure to meet deadlines.
• Ability to work well with others or on own initiative
• Attention to detail.
• Keen learner
• Flexibility and adaptability to changing workloads
• Proactive approach
• Personable and friendly
• UK Driving license & transport