Office & Support Co-ordinator - Reach

5 months ago

Woking, United Kingdom Acosta 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**:
**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**
- Manage the intranet and internal communication, ensuring that the content is accurate, relevant, and engaging.
- Coordinate and facilitate internal events, such as town halls, workshops, 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 tw

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