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Office and Customer Service Coordinator

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Liang & Eimil are looking for an Office & Customer Service Coordinator who will be responsible for managing the day-to-day office operations, and providing administrative support to the senior management team including the ownership of HR, ensuring compliance with health and safety regulations and customer service coordination.


PRINCIPLE DUTIES AND RESPONSIBILITIES:

Office Management  

 

  • Oversee the visitor experience and ensure company spaces are safe, available, accessibility whilst providing a welcoming, personal, friendly experience for our guests. 
  • Maintain brand presence and standards of presentation in communal areas of offices, handling correspondence, managing filing systems and overseeing the supplies of office equipment and consumables. 
  • Continuously review and enhance the management policies and statutory requirements for facilities management [Office and Showroom], identify deficiencies or efficiency gains and work with teams to address them. 
  • Act as the main point of contact for issues linked to the completion of daily activities and ensure management policies are followed, issues are communicated to line management and corrective actions are completed in a timely manner. 
  • Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list. 
  • Oversee office interactions, responding to requests and questions. 
  • Ensure staff behave in a responsible manner and follow company policies appropriately when in the office to ensure that a professional place of work is maintained. 
  • Data protection and management, IT management via appropriate vendors. 
  • Oversee the maintenance and repairs of equipment and our infrastructure and conduct daily, weekly and monthly checks on key attributes off the office [e.g fire alarms, burglar alarm] 

 

HR Management 

 

  • Assist with recruitment processes, onboarding of new employees, maintaining employee records, including absence and holiday. 
  • Assisting with appraisal process and manage associated administration 
  • Support the business by arranging training and other various HR initiatives.   
  • Handle and respond to staff enquiries related to people matters and company policy.  
  • Liaise with our external HR consultants regarding any complex employee relations cases or HR matters.   
  • Maintain confidentiality and the professional integrity required within the HR function.   

 

Health and Safety Management 

 

  • Work closely with Head of Operations and H&S consultant to ensure H&S across whole company is compliant with regulations and implement appropriate measures to maintain a safe working environment.  
  • Assist Head of Operations implementing H&S procedures at all facilities including offices and warehouses.  
  • Fully responsible for all H&S checks and inspections, maintenance being completed as per requirement and filing all records to make sure the business is fully compliant. 
  • Ensure mandatory HS training is completed by staff as necessary and make sure appropriate training materials are available. 
  • Conduct scheduled and spot checks to ensure HS policies are followed and that the company remains compliant 

 

Customer Service Management 

  • Answer phone calls, provide feedback on customer orders and direct queries to the appropriate person. 
  • Work closely with sales and operational teams to handle customers complaints and claims smoothly and quickly. 


Key Skills

  • The ideal candidate will be a highly organized problem solver, someone who spends time in the detail-and who can manage multiple tasks efficiently
  • A creative thinker who is comfortable offering suggestions, improvements and ideas to ensure continuous improvement
  • Metric driven with experience reporting on data and tracking key metrics
  • Excellent administrative skills and high degree of accuracy and computer literacy
  • Excellent written and verbal communication skills, able to build strong relationships across the team
  • Great time management
  • Autonomous and happy to manage their own workload without the need for close supervision
  • Friendly, approachable and professional demeanour


Educational Requirements

  • CIPD level 3 is desirable but not essential.


Experience

  • A minimum of 3+ years of experience and demonstrable success in a similar role
  • Strong knowledge of HR and operational processes
  • Experience of implementing new procedures, manage compliances within a growing team