Office and Reception Co-ordinator

3 weeks ago

Frimley, United Kingdom Personnel Selection Full time

**Reception**:
**Mail**:

- Registration of all incoming mail onto SharePoint. Liaison with Royal Mail and Couriers regarding delivery and collection of all mail items. Preparation and franking of all outgoing mail. Control and maintenance of franking machine, including ensuring that adequate funds are available at all times.

**Admin Support**:

- Log and process all forms received into the office in a timely manner and in accordance with current procedures. Ensure that all queries on forms are dealt with in line with current procedures. Keep a log of responses received and chase as per procedure.
- Liaise with the Office Manager to ensure that incoming post, receiving visitors and deliveries are covered in times of planned absence.
- Act as co-ordinator for hotel bookings for staff, both office and remote based, to include price comparison, booking, liaison with staff and completion of booking spreadsheet, which will be kept up to date at all times.
- Monthly reports to be provided to Head of Departments.
- Liaising with the HR Manager for IT equipment for new employees, Office Manager for existing employees requiring IT equipment, the Finance Manager who has responsibility for the asset register, the Finance Director who authorises IT purchases and ABS to ensure that our IT is purchased, delivered, collected, stored and recorded appropriately.

**Stationery**:

- Responsibility for the processing of all stationery orders and liaising with the Finance Department to ensure that all invoices received match items delivered and that any anomalies are identified for final sign off of invoices.
- Responsibility for liaising with stationery suppliers, monitoring prices to ensure that costs remain within budget.
- Ensure adequate stock of stationery, including photocopy paper, is available for the organisation and that stationery cupboard(s) are kept tidy.

**Conference Room Services**
- Responsibility for the organisation of setting up the meeting room and lunches/refreshments for in-house meetings, in liaison with the meeting organiser.
- Purchase food as required or liaise with and act as point of contact for catering contractors to place orders, and confirming with meeting organiser.
- Keep up to date records of any catering orders made, to allow prompt payment of invoices.

**Contractors for Building Maintenance**
- Act as general point of contact for contractors alongside the Office Manager and ensure that all contractors are given visitor badges and a health and safety briefing. Ensure that all contractors adhere to the organisation’s health and safety policy (e.g. proper use of ladders etc.).
- Should any issues be identified, contact plumber, electrician etc. as required, following discussion with the Office Manager.
- To maintain a spreadsheet of all maintenance charges, showing date, requirements and cost, and provide this to the Office Manager on a monthly basis.

**General Housekeeping**
- Ensure that the kitchens are kept tidy by staff and be responsible for ensuring that domestic supplies are replaced in a timely manner.
- Ensure that all cars parked in the organisation’s bays belong to staff or visitors, and ticketing those that are not parked appropriately.
- Ensure the organisation’s off site storage at SERFCA remains tidy, and that items are shredded as appropriate.
- To liaise with contractors such as cleaners, window cleaners to ensure excellent service is maintained.
- Maintain the keyholder and callout list information.

In return, we can offer a salary up to £25k depending on experience, free on site parking, 23 days holiday and contributory pension scheme with the opportunity to join a professional, well organised and friendly team.

Please submit your CV asap for immediate consideration.

**Job Types**: Full-time, Permanent

**Salary**: £22,000.00-£25,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- Day shift
- Monday to Friday
- No weekends

Work Location: In person

Reference ID: 5757/35

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