Office Coordinator

2 weeks ago

London, United Kingdom Vonage Full time

**Vonage Mission**:
Vonage is the emerging leader in the $100B+ cloud communications platform (CPaaS) market. Our Customers depend on our APIs and SDKs to connect with their customers all over the world, and rely on our contact centre and back office solutions to improve their interactions with end customers by ensuring quick and efficient engagement. As businesses continue to shift to a real-time, customer-centric communications model, we are experiencing a time of impressive growth.

**Why this role matters**:
Supporting 300+ employees in London (over 32,000 sq ft spanning two floors), the Office Coordinator will be based at the Vonage reception desk of our London office in EC2A. Under the supervision of the Senior Office & Facilities Manager you will manage the daily office tasks and cover the reception desk to ensure it runs to a high standard of efficiency at all times, whilst promoting our company values of "Accountability, Collaboration, Trust & Excellence" in your approach towards your role and your colleagues. Your duties include general receptionist's responsibilities, as well as a multitude of administration and physical tasks with a heavy focus on Health, Safety and Security.

Key skills required to successfully manage this role include being proactive, able to prioritise and multitask and have clear and friendly communication skills.

IF THIS SOUNDS LIKE YOU, CONTINUE READING BELOW...

**What you'll do**:
The Office Coordinator will be solely responsible for:

- Maintaining a clean, tidy and presentable reception area at all times.
- Answering incoming calls, taking messages, greeting visitors and providing refreshments
- Prepping and replenishing kitchens, meeting rooms and stationary points (occasional furniture moving)
- Responding to office maintenance issues and requests promptly
- Supervising PPM and reactive maintenance
- Sorting incoming post/ packages and arranging domestic and international shipments, as required
- Processing company purchases for office supplies and raising purchase requisitions in Oracle
- Managing the waste, cleaning and maintenance contractors (invoices, task assignments, supply orders etc)
- Adjusting temperature controls throughout the office as requested
- Assisting with the onboarding of all New Starters in London
- Processing leavers' asset returns alongside IT
- Assisting in Access and Security audits periodically
- Allocating personal storage to employees
- Coordinating monthly office lunches
- Occasional meeting room and event set-up
- Organising occasional social, cultural, wellness and charitable events for the office
- Acting as the Primary Office Contact in the absence of the Office Manager
- Training temporary reception cover, as required
- Completing Internal Compliance Training, as required

**HEALTH, SAFETY & SECURITY**
- Responsible for following UK Health & Safety legislation and maintaining all required records, including risk assessments and fire logs
- Acting as the primary First Aider and Deputy Chief Fire Marshal, responsible for signage and supplies in the office.
- Attending quarterly Health & Safety meetings and maintain related qualifications for First Aid and Fire Safety
- Processing office access requests and managing records for all visitors and contractors
- Managing the distribution and termination of access cards and conducting regular audits
- Participate in internal audits for security compliance, as required

**What's required**:

- Able to work in the office 5 days a week
- Min. 6 months Front of House Reception in a busy environment
- Experience booking post/couriers
- Able to prioritise busy workloads
- Manual Lifting: Ability to lift parcels and move furniture
- Health & Safety Management Experience
(E.g. First Aid, Fire Safety, Risk Assessments, DSE Checks)

**What's in it for you**:
In addition to providing exciting work, career advancement opportunities, and a collaborative work environment, Vonage provides competitive pay and benefits including unlimited discretionary time off and tuition reimbursement.
- Note: The purpose of this profile is to provide a general summary of essential responsibilities for the position and is not meant as an exhaustive list. Assignments may differ for individuals within the same role based on business conditions, departmental need or geographic location._

**#LI-MB1

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