Office Coordinator

2 weeks ago

London, United Kingdom VSI Full time

**Want to join a company that brings the world together through a global understanding of media produced in various regions, all with communication and cultural understanding at its core?**

VSI provides language localisation and media services, including lip-sync dubbing, voice-over, subtitling, translation, transcreation and more, in over 80 languages worldwide. Founded in 1989 and headquartered in London, VSI owns and operates 28 studio facilities across Europe, the US, the Middle East and Latin America with trusted partnerships in Asia. VSI works across a wide range of sectors, from broadcast, VOD, theatrical and gaming to corporate and creative.***

**Job Overview**

As a key member of the wider company, the Office Coordinator will be responsible for maintaining a first-class, professional, front-of-house service to clients, visitors and staff, as well as managing the smooth and efficient running of reception and administrative processes.

The Office Coordinator will report to the Junior Office Manager.

The typical working hours for this role are 8.00 - 17.30, including 1 hour lunch.

**Key Responsibilities**
- Answering and directing telephone calls in a professional manner.
- Meeting and greeting clients, visitors and staff politely and professionally.
- Complying with the building security procedures and reporting any issues to the Office Manager/Security Team.
- Sorting and distributing incoming and outgoing mail and deliveries.
- Managing the meeting room schedule and organising refreshments when necessary.
- Ensuring meeting room is kept presentable and replenished.
- Monitoring and ordering stationery, VSI-branded items, groceries and postal supplies.
- Booking couriers and taxis.
- General office duties, such as printing, scanning, photocopying and filing. Working closely with and assisting the Office Manager or Junior Office Manager, when required.
- Any other administrative or generic duties as required or reasonable requests.
- Daily building checks
- Managing company credit payment records, ensuring that they are accurately recorded in the accounting records, have supporting documentation and that they have been match to an approved PO.
- Travel booking (as necessary):

- Booking company travel, accommodation and subsistence arrangements for Directors, staff and external visitors.
- Managing travel related PO's by making sure expense claims are within the company's policy limits and escalating approval as and when required.

**Essential Skills and Experience**
- Receptionist/ admin experience in an office environment is essential.
- Previous experience in booking international travel
- Excellent organisation and communication skills.
- Strong customer service skills.
- Ability to multitask and prioritise work.
- Ability to work both alone and as part of a team.
- Ability to work under pressure and meet deadlines.
- High standard of written and spoken English.
- Literate in a variety of MS packages, including Excel, Word and Outlook.

**Desired Skills and Experience**
- Communication: communicates clearly and effectively; tailors communication style to ensure others understand their message and proactively escalates issues/concerns to relevant people, on a timely basis.
- Flexibility: reacts positively to changes and inspires others to do the same; readily adapts to change and different ways of working quickly and positively; willing to go the extra mile.
- Responsibility: it is not about blame or fear, it is about transparency, trust and taking ownership of our actions and decisions.
- Initiative/Solution-Focused: proactively offers solutions to problems that impact your own or your department's work and constantly seeks out areas of improvement. Maintains a can-do attitude.
- Teamwork: Works well with others; supportive and considerate; offers to help when others are busy.
- Organisation: manages time efficiently to ensure deadlines are met.

**What else is on offer?**
- Private medical insurance
- Enrolment to company salary sacrifice pension scheme
- Discounted gym membership
- Cycle-to-work scheme
- Travel card loan
- Regular social activities

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