Office Coordinator

1 week ago

York, United Kingdom KUBE RECRUITMENT SOLUTIONS LTD Full time

**Office Coordinator**

**Based North of York**

**Car Essential - no public transport**

**Salary - £27,000- £29,000 depending on experience plus £250.00 per quarter bonus**

**On-Site Free Parking, Company Events and Trips, Healthcare after 6 months, Modern Offices**

**22+2 Days Annual Leave plus Bank Holidays, Pension Scheme plus £250.00 bonus per quarter**

**The Role**

We are looking to recruit an Office Coordinator, which primarily is a PA to the Sales Manager. You will provide effective and efficient executive support to the Sales Manager and Sales Team including: diary management, meetings management, producing minutes of meetings, communication to the sales team, producing monthly reports, preparing presentations, booking travel, supporting marketing and advertising, and social media posts. In addition, it is important that the postholder works closely with the Office & HR Manager on certain tasks, and can cover for their absence, as detailed below.

Please note there is a need for a high degree of confidentiality in this role.

**What will you be doing in your new role?**
- Managing the diary, generating routine sales reports and sales analysis, producing KPI reports
- Organising the Sales monthly incentives
- Checking carriage charges for bonus claims
- Proactively support the Sales Manager with respect to ‘what is coming up next’
- Checking outstanding orders for old/inaccurate orders
- Processing expenses for the sales team
- Issue the Sales Bulletin
- Support the issuing of agendas for Sales Meetings and take comprehensive notes, to produce meeting minutes, and the resulting bullet points to be shared amongst sales colleagues.
- Process (authorise) holidays and absences for the sales team, ensuring all information is displayed correctly on the google screen. Ensure appointment time is made up by the sales team and relevant record forms are completed and returned.
- Follow up sales colleagues who have been given actions to complete by the Sales Manager and obtain responses, chase for tasks to be completed
- Preparing presentations to the Sales teamEnsure new starters in the sales team are progressing through the Training Matrix, and raise any issues to the Sales Manager

**Assisting and supporting the Sales team and Sales office**
- Assist with marketing campaigns, customer gifts, and ideas, including use of third parties
- Supervise the ‘new customer welcome packs’ and ensure supplies are stocked.
- Provide Finance with invoices for any purchases/travel bookings made by you on Credit Cards and keep a log of these in the appropriate folder.
- Arranging meeting rooms and organising the sales team’s items on the google screen with complete information.
- Arranging travel for sales team members for visits to customers, suppliers, shows and exhibitions. Ensure all elements are recorded in the relevant travel spreadsheet as well as the internal system is updated. Business cards/laptops/correct clothing etc should also be looked at and provided where needed.
- Organise and prepare equipment for shows and exhibitions where required.
- Ordering irregular customer gifts/cards/flowers etc.
- Timely management of preauthorised social media posts, working closely with other colleagues on this.
- Manage the electronic filing system within the sales department
- Ensure external communications documents are up to date
- Cleanliness, tidiness of the Sales Floor drinks area and fridge, maintaining stocks of consumables

**Support and cover the Office & HR Manager with the following tasks**

Be able to cover the following tasks in their absence - training will be provided for this and this will not start immediately
- Be able to complete new staff induction process.
- Be able to take notes at HR meetings, write up and file
- Be able to take a HR case to legal advisors and get advice for next steps
- Be able to onboard and offboard members of staff
- Ordering consumables, managing the kitchen and reception area.
- Opening and closing office routines (the postholder is not expected to be a keyholder)

**What are we looking for?**

**Required experience**:

- GCSE English and Maths at Grade C (equivalent) or above
- Providing PA service /admin support at Executive level.
- Advanced Microsoft Office Skills in Word, Excel, and PowerPoint
- Note taking in meetings and issuing of minutes
- Agenda writing experience
- Compiling PowerPoint presentations
- High level of organisation and time management
- Managing a complex diary at an Executive level.
- Dealing directly with third parties.
- Working to tight deadlines
- A cheerful, bright, friendly personality
- Accuracy, with excellent attention to detail
- Ability to work on own initiative and under pressure
- Ability to prioritise workload
- Able to be assertive
- Demonstrable organisation ability
- Accuracy in report writing and formatting skills
- Confidential, diplomatic, and discreet
- Dealing tactfully with sensitive issues.
- Operating confidently

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