Office Co-ordinator
3 days ago
We have an exciting opportunity for an ambitious individual with administrative experience to join our team based in Warwick. The role of the Office Coordinator will play an essential part in the smooth running of the day-to-day operations of hofer.
hofer, established in the 1980's, is a privately owned, German based, automotive powertrain production design and supply company employing over 850 people within the Group. We work with many of the world’s automotive OEMs, Tier 1 suppliers and automotive technology centres.
With numerous offices across Germany, Austria, Italy, America, Budapest, Lichtenstein and the UK, hofer has a truly global presence allowing comprehensive support for powertrain system design and supply projects across all vehicle sectors.
- System supplier for complete automotive powertrain systems.
- Full electrical and mechanical capability from clean sheet through to quality accredited production.
- Specific sites setup to support many of the global OEMs.
**Key Responsibilities**:
**Reception / Office / Facilities**
- Meeting and greeting visitors
- Acting as first point of contact for any incoming calls via our main line
- Taking messages and directing calls to the relevant department / individual
- Support for meetings including room bookings and refreshment arrangements (where necessary)
- Stock monitoring and replenishment of staff refreshments (milk, tea, coffee, fruit, etc.)
- Provide the Senior Leadership Team / Head of Operations with administration support
- Responsibility for the coordination and ongoing liaison with contractors for the purpose of maintaining the upkeep and security of the facility
- Support Purchasing during the contract reviews with facilities contractors
- Stock monitoring and replenishment of office stationary
- Coordination and booking of travel & accommodation requirements for staff and customers (where necessary)
**Health and Safety**
- Secretary role in the H&S Meetings inclusive of scheduling of meeting, minute taking & distribution and follow-up on assigned actions
- H&S documentation updates e.g. Crisis pack and emergency evac folder
- Fire alarm test and logging weekly
- Water testing weekly
- Building H&S fire walk check weekly - checking all fire doors and safety equipment such as blankets and extinguishers
- Tracking building certification and booking in retesting e.g. PAT testing, fire extinguisher checks and electrical testing
- Liaising with the H&S representative company for any meetings, schedules and works required
**IT / Other**
- Assist the Head of Operations with all matters related to IT hardware and communications systems
- Coordination of new starter IT hardware, software and system accesses
- Coordination of collection and closer of IT hardware, software and system accesses for company leavers
- Responsibility for the coordination and ongoing liaison with IT contractors for the purpose of maximising IT hardware and software availability
- Support Purchasing during the contract reviews with IT contractors
- New starter “essentials” induction
- Ad-hoc purchasing lead duties (getting quotations and liaising with suppliers) as needed to fulfil the outlined duties
- Monitoring and chasing for timesheet submission
**- Experience working within a customer service/administration profession
- Good Experience with Microsoft packages
- Strong organisational and planning skills
- Ability to work under pressure and meet deadlines
- Proven ability to communicate effectively, verbally and in writing
- Ability to organise workload effectively for the purpose of meeting deadlines
- Strong interpersonal skills and the ability to deal with a wide variety of contacts
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