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Office Coordinator

5 months ago

Victoria, United Kingdom LGC Limited Full time

LGC ASSURE is a business unit within LGC Group, bound together by the core purpose of “Science for a Safer World”. Our mission within LGC Assure is to provide intelligent assurance for our customers and their supply network, primarily in the global food and beverage sector. We achieve this through three primary product and service offerings: certification and standards, digital and data, and testing and science-based services.

Our core products in the food and beverage sector comprise:
**BRCGS**: Protecting brands with globally recognised supply chain assurance solutions, based in London - UK and Milton - Canada.

**INFORMED**: Delivering quality assurance through globally trusted testing and certification programs for banned substances, based in Cambridge - UK and Lexington - US.

**Safefood360**: A leading software provider covering all aspects of compliance, delivered by a team of experienced food industry experts based in Dublin - Ireland.

**Job Purpose**

Reporting to the Executive Assistant, the Office Coordinator/Personal Assistant is responsible for facilitating the smooth-running of day-to-day operations of the London (Victoria) office, and helping to ensure that the Victoria office is a great place to work The role will have dual responsibilities, split across onsite and administrative office duties for the Victoria space, and PA responsibilities for 3 Senior Leadership Team members within LGC Assure. Due to the onsite responsibilities, this role will be based full-time at the Victoria office.

The core Office Coordinator responsibilities will involve being the key contact for office-users and visitors on a variety of topics, including visitor and access requests, catering and event support, facilities and security queries, and IT and equipment support.

The core Personal Assistant duties will involve diary management and administration support for 3 members of the LGC Assure Senior Leadership Team.

**Key Responsibilities**:
**Office Coordination Responsibilities**:

- Liaising with the security and building teams to ensure the smooth facilitation and access approval of all visitors and guests to the Victoria office
- Supporting with onsite meeting and event requests, including room and catering bookings, and welcoming all guests to the LGC space
- Receptionist duties, and welcoming all visitors to the LGC site
- Liaising with LGC IT to support with onsite IT requests, and equipment deliveries
- Working with the building teams to ensure that any cleaning, security, maintenance or H&S requests are actioned appropriately
- Maintaining equipment and supplies within the Victoria office, and proactively managing stock levels and ordering products as required
- Accepting and sorting office post and deliveries for the LGC team
- Managing the office desk-booking system and app, and ensuring new staff profiles are added and managed as required
- Liaising with facilities and security teams to schedule in large delivers, access requests, and user access passes
- Answering calls for the office/Reception desk, and directing queries as required.
- Other ad-hoc office duties as required

**Personal Assistant Responsibilities**:

- Scheduling meetings as requested by the Senior Leadership Team, and supporting with diary management for this team
- Intranet: updating departmental intranet pages with organisation charts, guidance documents and know-how’s.
- Supporting with administration requests from the Senior Leadership Team, including document preparation, note-taking, track-changes,
- Liaising with external stakeholders regarding meetings, events, and ad-hoc business items as requested
- Booking hotels, meeting facilities, and arranging travel for the Senior Leadership Team
- Answering calls and responding to external communications as required
- Raising PO’s for the Senior Leadership Team
- Coordinating team meetings and monthly company Townhalls, including invites, agendas, and preparing content
- Other PA duties as required

**Qualifications**

**Knowledge, Experience and Technical Skills**

The Office Coordinator/Personal Assistant will be able to demonstrate the following:

- Excellent oral and written communications skills.
- Ability to build and maintain both internal and external relationships.
- Discreet and able to maintain absolute confidentiality.
- Conscientious and hard working with a positive attitude.
- Ability to be flexible and react quickly to changing priorities, including flexible hours as needed.
- Confident working both independently and as part of a team.

The Office Coordinator/Personal Assistant will be able to demonstrate the following behaviours in line with LGC’s Core Values:

- **Passion**: Pride in our achievements engenders passion for our work and it translates into our ambition to make the world a safer place.
- **Curiosity**: We constantly look forward to what's next: our curiosity for today's discoveries makes tomorrow's innovations possible.
- **Integrity**: A