Operations Coordinator

5 months ago

Edinburgh, United Kingdom Mercy Corps Full time

**Location**: Edinburgh, UK - Office presence required Monday - Friday

**Position Status**: Full time, permanent

**Salary**:The starting salary range for this position in the UK is 27,280 GBP commensurate on professional experience

**About Mercy Corps**

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

**The Position**

The Operations Coordinator will be responsible for the smooth day-to-day running and administration of the Mercy Corps Edinburgh office as well as providing operational support to our team members across Europe. Responsibilities include upkeep of front of house standards, reception management, arranging and setting up meeting rooms, utilities, mail and courier services, safety and security of the building and general administrative and travel support.

**Essential Responsibilities**

MCE FACILITIES MANAGEMENT & RECEPTION
- Provide friendly, efficient and effective operational support for team members across all European office locations (Edinburgh, London, The Hague and Brussels) as well as team members based remotely across Europe.
- Monitor and respond to enquiries into Operations, Onboarding and Travel inboxes
- Provide support and guidance on all Operations functions including but not limited to: Health and Safety, ergonomic workstation assessments, travel, mobile phones and facilities
- Issue and provide support for mobile phones
- Other duties as assigned or requested.

EDINBURGH OFFICE WORKSPACE
- Manage the front desk of MCE’s Edinburgh Office: greet visitors; provide a welcoming, friendly and professional first impression of Mercy Corps in Edinburgh.
- Ensure phones are answered promptly, properly, and efficiently; take messages and direct calls.
- Sort and distribute incoming and outgoing mail and packages. Includes managing external courier suppliers.
- Organize and manage Edinburgh site access and key management.
- Order and stock office and kitchen supplies.
- Act as onsite project coordinator for repairs and improvements.
- Carry out regular H&S checks and maintain records of compliance
- Serve as the focal point for coordination of visitors (both internal and external to Mercy Corps), including setting up schedules and providing primary logístical support.
- Assist with the setup of and clean up for events as requested, including board meetings, field staff visits, outreach and development events, and delegation itineraries. Ensure that facilities are ready and available for conference calls, on-line seminars, brown bag lunches and MC-wide teleconference events.
- Along with rest of the operations team, provide catering consulting and coordination and help to provide coordination for office events both internal and external.
- Provide coordination quarterly in person team events including attendee management, interaction with external venues.
- Coordinate with IT team and Executive Office on monthly All Europe team meetings
- Along with the rest of the operations team, ensure that the process for visitors; meetings and events is properly adhered to.
- Troubleshoot basic AV issues
- Responsible for appearance standards throughout the site.

HEALTH AND SADETY
- Point of contact on Health and Safety for the Edinburgh team
- Conduct risk assessments
- Ensure the safety of the building from fire, theft and other hazards by initiating a regular protocol on safety measures in the office.
- Carry out regular weekly and monthly checks throughout the office
- Ensure all security systems are in working order and used properly by all Mercy Corps team. Prepare pertinent records and reports for the safety of the Mercy Corps team and ensure that all team members are trained in office safety and security.
- Lead on completion and documentation of DSE workstation assessments for European team members

OPERATIONS SUPPORT
- Review Operations policies and procedures.
- Provide support to Head of Operations and Data Protection on all aspects of Operations Management in Europe

MCE TRAVEL & TRAVEL EMERGENCY MANAGEMENT
- Lead on travel bookings and provide support and advice to team members.
- Ensure that travel invoices are completed and passed to finance in a timely manner.

AV and communications support

ONBOARDING
- Lead on scheduling onboarding for new hires
- Coordinate schedules for individuals facilitating quarterly onboarding sessions.
- Obtain feedback on onboarding process and quarterly onboarding sessions and highlight feedback to the Head of Operations & Data Protection continually improve the process.
- Facilitate operations and health and safety onboarding sessions.
- Update new start and leavers forms as required.

ARCHIVING & ASSET REGISTER
- Manage boxes going to and from the off-site archive.
- Update off-site archive manifest.
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