Office Coordinator

1 week ago

Belfast, United Kingdom Kainos Full time

**Our people love the exciting and meaningful work they do, the cutting-edge resources and technology they have access to, the benefits we offer and the great community we’ve built. Want to join them?**

**Main purpose of the role & responsibilities in the **business**:
As office co-ordinator in Kainos, you will have shared responsibility for overseeing the operational functions which keep the team delivering, whilst providing a welcoming presence in the office. This includes facilities management, reception duties, high quality administrative services and processes that support the core business at Kainos. The coordinator team deliver a shared service across our offices globally. This is an on-site role where you will be full time office based.

**Your key responsibilities will **include**:

- Onsite office support
- Front of House reception services, including greeting visitors
- Supporting the wider Facilities team globally
- Liaising with colleagues at all levels
- Raising purchase orders, credit cards etc. in line with company processes
- Supporting continuous improvement initiatives across the team to develop best in class service
- Participate in Facilities projects across the wider in-house team
- Participate in knowledge sharing activities across the team and wider office where appropriate
- Act as an internal representative of Kainos and our Facilities team, being an ambassador for the brand both internally and externally.
- Adherence to company standards, processes and Departmental SLAs (Service Level Agreements)
- Maintaining and ordering office stocks & supplies
- Liaison with housekeeping team
- Building maintenance PPM (Planned Preventative Maintenance) & reactive
- Health & Safety compliance including Fire Warden & First Aider
- Adherence to physical security policy and monitoring and reporting on access control
- Support onboarding of new colleagues to Kainos
- Building relationships with landlords, contractors, and service providers
- Offsite/onsite meetings and events organisation and support
- Switchboard & Mailbox monitoring
- Courier & postal services
- Working closely with onsite IT support
- Supplier relationship management and assisting in procurement of goods and services

Minimum (Essential) requirements
- Ability to carry out responsibilities in accordance with company policies, procedures and processes;
- This is an office based role - so the ability to be in office Monday - Friday
- Demonstrate commercial awareness and understanding of the project and business dynamics;
- Effective personal time management and planning skills to deliver a high level of accuracy and attention to detail in tight timeframes/targets;
- Ability to work efficiently, make sensible decisions under pressure and prioritise your workload in a fast-paced environment;
- A self-starter who can work on their own initiatives with mínimal supervision;
- Effective verbal and written communication skills with both staff and external stakeholders;
- We all work in teams here in Kainos - a proven ability of strong team skills, including taking direction from others, is crucial;
- Minimum of 1-year experience in a relevant working environment with an approachable, mature, collaborative style;
- Experience with Office 365 Suite or equivalent.
- Flexibility of start and finish times to cover internal office moves, maintenance works or event preparation.

**WHO YOU ARE**:
Our vision is to enable outstanding people to create digital solutions that have a positive impact on people’s lives. Our values aren't abstract; they are the behaviours we expect from each other every day and underpin everything that we do. We expect everyone to display our values by being **determined** in how obstacles are overcome; **honest** when dealing with others; **respectful** of how you treat others; **creative** to find solutions to complex problems and **cooperative** by sharing information, knowledge and experience. These values, applied collectively, help to produce an outstanding Kainos person, team and culture.

In short: Having a criminal record will not exclude you from a career with Kainos. This depends entirely on the nature and requirements of the position, together with the circumstances and background of offences. Kainos has a policy on the recruitment of ex-offenders (available on request).

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