Office Facilities Coordinator

3 weeks ago

London, United Kingdom Miki Travel Europe Full time

Data Engineer
Embark on a Rewarding Journey with MIKI Travel: Where Your Career Takes Flight. At MIKI Travel, our 55+ years of expertise make us a trailblazing wholesale travel provider, curating unforgettable global adventures. As a premier private travel company with a presence in 36 offices, we invite you to be part of our legacy of excellence. Immerse yourself in crafting tailor-made tours, group excursions, and ground services that redefine travel experiences. Join our dynamic team driven by a commitment to innovation, customer satisfaction, and lasting partnerships. Fuel your career with opportunities for growth, powered by values of quality, innovation, and commitment that shape the Miki way.

Job Purpose

As an Office & Facilities Coordinator for Miki Travel’s London office your primary purpose will be to oversee the smooth functioning of our London office environment, ensuring efficient operations, and providing administrative support to various departments or teams within the organization. This role encompasses a wide range of responsibilities aimed at supporting the organization's goals and facilitating the productivity of staff members. This role is fully office based.

Main Responsibilities

General Administration
Managing the general office administration and being the first point of contact for external visitors and guests, coordinating with building operations and providing a welcoming and friendly environment for all.
Managing all incoming and outgoing post on a daily basis; opening, sorting and distributing to relevant departments.
Occasionally attending to the post office to send documents that are required to be sent via tracked mail.
Arranging and placing orders for business cards and any other printed stationary, signs, etc.
Devising and maintaining internal office systems where needed including data management, filing and archiving.

Facilities
Ensuring the smooth running of the office space and meeting rooms, making sure a professional and organised appearance is maintained at all times and arranging any necessary repairs/servicing.
Managing all external supplier contracts and supporting negotiations on prices to ensure best value for the service provided.
Support the review of all existing contracts and investigate alternative solutions where required. Maintaining appropriate stock levels of consumables and stationery as well as maintain all equipment in full working order including coffee machine, watercooler, microwaves etc.

H&S/Wellbeing
Managing office safety related matters, escalating any potential health and safety risks to the Head of HR with recommendations.
Support the development and implementation of H&S and Wellbeing initiatives and manage ongoing administration of those initiatives (e.g. online DSE assessments, eye testing, flu vaccinations etc.).
Be the main point of contact for accident reporting, fire warden and first aider.
Track and organise relevant employee training for maintaining fire warden and first aider requirements.

Human Resources Support
Organise and coordinate the in office and external social events.
Working alongside the HR team to welcome new joiners to provide orientation in the office and H&S briefing (e.g. fire exits, first aiders etc.) on their first day.
Assisting with building pass creation for new joiners and pass cancelation for leavers.
Issuing general communications to all employees regarding building’s general information and upcoming events (building’s facilities status updates, Atrium fairs, sample giveaways, etc)
Assisting with meeting room and desk booking queries.
Other ad hoc duties as assigned by the Managing Director and the Head of HR.


Relevant skills / Characteristics

Must be able to attend the office five days per week
Superb interpersonal and communications skills
Self-motivated and results driven individual
Adaptable and able to adjust quickly to changes in priorities or business needs
Strong organizational skills and ability to manage multiple responsibilities efficiently
Good negotiation skills with the confidence to challenge prices and achieve the best value
Able to develop close working relationships with suppliers and external contractors
Good general IT skills, and proficiency in Word and Excel


Required experience / knowledge

Experience in supporting or assisting with office facilities
Understanding and knowledge of general health and safety office needs
Previous experience in an office or facilities support role
Solid background in office administration across multiple areas of responsibility

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