Office Coordinator

2 weeks ago

London, United Kingdom Kx Advisors Full time
Job Description

Office Coordinator – Part-time, FTC

6-month contract, with option to extend

Location: London (the City / Liverpool Street area), on-site 2 days per week

Kx Advisors is seeking a part-time Office Coordinator to support both our trans-Atlantic team of Partners and employees based in our London, UK office. This person will work cross-functionally with HR, Finance, Accounting, and marketing to support Kx’s UK operations functions as well as closely with our leadership team to support on an administrative level. We are looking for an employee-focused, team player who is an exceptional communicator and great at building trusting relationships.

As an Office Coordinator you’ll:

  • the key point of contact for the UK team for all office inquiries and requests
  • new and current employees with workstation setup, equipment, stationery, etc.
  • new employee onboarding & HR support as outlined below
  • with IT support team regarding ordering IT hardware and emergency IT support requests
  • meeting rooms
  • in external guests with reception and greet on the ground floor, arrange refreshments
  • with planning engaging employee events
  • office snacks, breakfasts and lunches for planned events
  • and order stationery as needed
  • team with printing/binding requirements to prepare for in-person client and BD meetings
  • with serviced office management team regarding Kx’s needs / requirements
  • administrative expenses related to office space, such as ad hoc PAT testing checks in office etc.
  • right to work checks and administrative duties related to visa sponsorship
  • small IT supplies for the London team when needed
  • manage office move in August 2024
  • as needed with external suppliers and approve invoices
  • US and UK based Partners with ad hoc administrative support

Onboarding of new hires/HR related tasks:

  • laptops are purchased (if needed) and set up by remote IT team
  • IT equipment as needed (additional screen, keyboards, mice etc.), updating the record of equipment given out to team members
  • desks
  • welcome kit
  • building team of new joiners, request passes to be made
  • access for all new employees
  • new joiners to the office space including fire escape routes and provide useful office information
  • welcome lunch with the UK team
  • communicate, and maintain firm and employee compliance with all Kx employment policies & practices in the UK, including visa status and right to work
  • exit process of leavers including collecting equipment and access keys, exit interviews

Required Skills/Qualifications:

  • degree, or equivalent work experience
  • to act in a personable, professional, and courteous manner
  • be able to handle confidential information with discretion
  • attention to detail
  • in Word, Excel and PowerPoint
  • management, ideally experienced in an office move
  • organized

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