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Office & Support Co-ordinator - Reach

4 months ago

Woking Surrey, United Kingdom Acosta Sales & Marketing Full time

Office & Support Co-ordinator – ReachFull TimeTemporary

Your next career starts with Acosta Europe.

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.

Role Details :

Job Title : Office & Support Co-ordinator

Reporting to :Group People and Operations Director

Salary : Competitive

No of Hours Per Week : 37.5 Hours

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.

  • Assist with various projects and events, such as organizing staff training, corporate hospitality as required.

  • 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

  • Provide high-level administrative support to the executive leadership team

  • Manage the senior director’s diary, appointments, travel arrangements, and expenses

  • Prepare agendas, reports, presentations, and correspondence for senior directors, and attend meetings to note take, as required

  • Acting as the first point of contact for the executive leaders, and handle enquiries and visitors in a professional manner

  • Liaise with internal and external stakeholders on their behalf

  • Organise and coordinating meeting on behalf of the executive leaders

  • Maintain and update records, databases, and filing systems

  • Handling confidential and sensitive information with discretion and integrity

  • Providing general administrative and clerical support to the executive director

Events

  • Coordinate office engagement events (charity, Christmas, social etc) devising themes, sourcing venues, menus, entertainment, and other details

  • Negotiate contracts and agreements with vendors, suppliers, and venues

  • Coordinate and oversee the event logistics, such as catering, transportation, security, staffing, equipment, and signage

  • Monitor and control the event budget and expenses

  • Supervise and manage the event staff and volunteers

  • Handle any issues or emergencies that may arise during the event

  • Solicit and analyse feedback from the clients, attendees, and stakeholders

  • Evaluate the event outcomes and prepare reports and recommendations for future improvements

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.

  • Draft and distribute messages and emails to the staff, stakeholders, and other audiences, using clear and professional language.

  • 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.

  • Collaborate with different departments and teams to ensure timely and accurate dissemination of relevant information to employees

  • Conduct regular surveys to measure the effectiveness and satisfaction of the internal communication initiatives and identify areas for improvement

  • Stay updated on the latest trends and best practices in internal communication and employee engagement

Other Requirements:

  • Keep abreast of updates to the Company policies and procedures ensuring consistent adherence and compliance

  • Identify opportunities to streamline or enhance administrative processes and procedures, and offer viable solutions

  • Comply with Health & Safety and General Data Protection Rules and policies (GDPR)

  • Assume responsibility for own personal development

  • Attend and participate in Operations Executive team meetings

  • Comply with Health & Safety and General Data Protection Rules and policies (GDPR)

  • Assume responsibility for own personal development

  • Complete all mandatory training as required

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

  • Attention to detail and accuracy

  • A flexible and adaptable attitude and willingness to travel as needed.

  • Strong creativity and storytelling skills, with the ability to produce engaging and compelling content

  • Ability to work under pressure and handle multiple tasks and deadlines

  • 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

Here at Acosta, passion is at the heart of everything we do. We encourage boldness, curiosity, and new ideas. We are motivated to learn, and constantly strive to exceed expectations. We truly care, and that is what makes us exceptional.

We are career makers, not just job creators. Apply now to join #OurATeam

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