Office & Support Co-ordinator

4 weeks ago

Knaphill Surrey, United Kingdom Acosta Europe Full time

Office & Support Co-ordinator

Location: Woking

Salary: Competitive

Contract Type: Fixed Term Contract - 1 year (Maternity Cover)

Position Type: Full Time

Acosta Europe is a people business with a progressive approach, we operate as part of one of the largest Sales and Marketing agencies in the world. We have an exciting opportunity for an Office & Support Co-ordinator to join our UK head office team in a challenging and diverse role.

Main purpose of role:

Provide administrative support to our leadership team. You will be responsible for ensuring the smooth running of the office, coordinating with other departments, and planning and executing various events and projects. You will also act as a personal assistant to the senior managers, handling their schedules, travel arrangements, correspondence, and other tasks as needed. Additionally, you will manage the intranet and internal communication, creating and updating content, drafting and distributing messages and emails, and maintaining a positive and professional tone.

Key Responsibilities

Office Management / Reception

  • The first point of contact for our clients, visitors, and staff.
  • Answer incoming queries and/or direct them to the right person or department.
  • Manage the office facilities, supplies, and equipment, ensuring that everything is in good working order and stocked up.
  • Coordinate with vendors, service providers, and building management as needed.
  • Support the administrative and operational functions of the office, such as scheduling meetings, booking travel, preparing purchase order, and maintaining records.
  • Plan and organise conferences, meetings, workshops, trainings, and social events, both on-site and off-site.
  • Assist with new starter office inductions, including creating and printing of ID passes
  • Manage office car park allocation

Senior Leadership Team Support

  • Manage the senior director's diary, appointments, travel arrangements, and expenses
  • Acting as the first point of contact for the executive leaders, and handle enquiries and visitors in a professional manner
  • Organise and coordinating meeting on behalf of the executive leaders

Events

  • Coordinate office engagement events (charity, Christmas, social etc) devising themes, sourcing venues, menus, entertainment, and other details
  • Coordinate and oversee the event logistics, such as catering, transportation, security, staffing, equipment, and signage
  • Solicit and analyse feedback from the clients, attendees, and stakeholders

Internal Communication

  • Produce and edit various forms of internal communication content, such as emails, newsletters, intranet articles, videos, and presentation
  • Manage the intranet and internal communication, ensuring that the content is accurate, relevant, and engaging.
  • Coordinate and facilitate internal events, such as town halls, workshops, etc.
  • Manage and update the internal communication channels and platforms, such as intranet, email, social media, etc.

Other Requirements:

  • Keep abreast of updates to the Company policies and procedures ensuring consistent adherence and compliance
  • Comply with Health & Safety and General Data Protection Rules and policies (GDPR)

Person Specification:

  • Excellent communication, interpersonal, and customer service skills and the ability to work with people at all levels.
  • Strong organizational, time management, and problem-solving skills and the ability to prioritize and multitask in a fast-paced environment
  • A flexible and adaptable attitude and willingness to travel as needed.
  • Ability to work independently and collaboratively, with a high degree of initiative

Experience Required:

  • A minimum of two years experience in a similar role
  • Evidence of building and maintaining strong relationships with senior leadership
  • Familiarity with regulations and governance pertaining to health and safety
  • Interest and experience of social media, internal communication or marketing (desirable)

Education/Qualifications Required:

  • Proficient in Microsoft Office applications
  • Bachelor s Degree or A Level (or equivalent), and GSCE s including English and Mathematics
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