Office Coordinator

2 weeks ago

London, United Kingdom Ferreira Young Recruitment Full time

**Office Coordinator / Facilities Assistant**

A forward thinking, dynamic foundation focussing on the importance of governance and leadership for Africa is looking to appoint a Receptionist/Office Administrator in their Central London offices. The role will be based on reception and will encompass alloffice & facilities administration duties for an office of around 20 people. Reporting into the Chairman’s EA who is a fab mentor within an organisation that is fun, social and really prides themselves on staff development.

**Hours 9-5pm**

**Full time in the office**

**Key Office Coordinator / Facilities Assistant duties**:
Role involves co-ordinating office services and environment, providing administrative support and working in close collaboration with the Administration Team.

**Administrative**:

- Monitoring stationery and printed stationery supplies and placing orders.
- Keeping kitchen tidy and well stocked, ordering kitchen supplies
- Arranging overseas and UK couriers, booking cabs, recycling collections
- Taking photocopier meter readings, ordering toner, arranging engineer visits, keeping copiers stocked with paper, emptying shredder.
- Assist with printing, collation and binding of documents including board papers
- Assist with checking and paying invoices.
- Arrange invoice authorisation, reconcile credit card statements and petty cash
- Provide support/cover for admin team during holidays and additional support as and when required
- Issue building security passes and maintain log of cards issued

**Reception**:

- Booking meeting rooms
- Advising ground floor reception of guest names
- Meeting/greeting visitors and offering refreshments
- Keeping meeting rooms tidy and prepared for meetings
- Ensure equipment in Board Room for virtual meetings functioning correctly
- Arrange catering for meetings
- Answering main phone number/taking messages
- Open and distribute incoming post
- Despatch outgoing post.
- Take post/packages to Post office, when required

**Facilities**:

- Carry out internal office moves
- Purchase furniture, office equipment purchase
- Ensuring smooth running of office environment including, lighting, heating, air-conditioning, cleaning, to ensure a safe, comfortable place of work.
- Liaise with Building Manager/Ground Floor Reception on issues relating to security, car parking, maintenance of common parts etc.
- Attend Tenants’ meetings.
- Monitor and review contracts with cleaning company, stationery supplier etc to ensure good service and value for money
- Review contracts with external suppliers
- Ensure smooth running of telephone and IT systems, prepare list for weekly visits by IT consultant
- Liaise with mobile phone agent for repairs and contract renewals.
- Manage IT services with external service provider
- Maintain Health and Safety Policy

They are looking with excellent communication skills, is confident and happy to turn their hands to all aspects of the role. This role is a development role and will grow with time and offers the opportunity to take on more with office management, HR andeven accounts duties.

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