Office Coordinator

6 months ago

Bristol, United Kingdom Healix Full time

e have a vacancy for an Office Assistant in our Bristol office.

**POSITION OVERVIEW**:
Reporting to the EA of the CEO, the responsibilities of the Office Assistant is to provide a professional office service, contribute the smooth running of the Bristol offices and act as a professional first point of contact for staff, clients and visitors.

**PERSON SPECIFICATION**:

- Personable, confident character with excellent customer service skills
- Excellent communication skills at all levels
- Good attention to detail and general administrative skills
- Able to multi task and meet multiple deadlines
- Polite friendly manner with a positive “can do attitude”
- Team player, flexible attitude and ability to adapt with changing priorities of the business
- Diligent worker, taking responsibility for tasks and ensuring completion
- Working knowledge of Microsoft Office, particularly in Outlook, Word and Excel.
- Proven experience as an office assistant, or in another relevant administrative role
- Thorough understanding of office management procedures
- Excellent organizational and time management skills
- Excellent written and verbal communication skills
- Inventory control
- Flexibility and willingness to work outside office hours as per business requirements.

**About The Role**

**KEY ACTIVITIES/MAIN DUTIES**:

- Welcome and greet clients and visitors.
- Manage the reception diary, overseeing bookings, lunch orders and car park requirements.
- Answering all incoming calls politely and efficiently, advising of alternative contact information where possible.
- Schedule and plan meetings and appointments.
- Manage the facilities and related services to support day-to-day operational needs of the offices. This includes in house services and 3rd party services such as cleaning etc.
- Maintaining stock e.g. groceries, stationary and janitorial supplies.
- Preparing and setting up meeting rooms, as well as delivering lunches
- Tidying Kitchen area.
- Handling Post.
- Monitoring the buildings for health, safety and fire hazards on an on-going basis.
- Fire alarm testing.
- Acting as a knowledgeable Fire Warden (Fire Marshal training would need to be carried out first) and coordinating the necessary refresher training.
- Sort and distribute communications in a timely manner.
- Resolve office-related malfunctions and respond to requests or issues.
- Coordinate with other departments to ensure compliance with established policies
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Designs and implements office policies by establishing standards and procedures.
- Maintaining company security by issuing, checking and collecting work IDs, and/or updating visitor logs.
- Logging and reporting all technical faults and arranging all office equipment fixtures and fittings
- Photocopying and scanning

**Required Criteria**
- Attention to Detail
- Problem solving
- Office Administration

**Desired Criteria**
- Driving licence
- Corporate Reception

**Skills Needed**

**About The Company**

We offer UK employee healthcare benefits, and travel, medical and security assistance in every corner of the globe. Our purpose is to help people in difficult situations - whether that’s a cancer diagnosis, a need for medical assistance when they’re far from home, or being caught up in conflict or natural disaster. We talk to them, support them, and make sure they get the help they need. If necessary, we’ll pull them out and bring them home.

We’re co-ordinators and problem-solvers: experts at navigating the global health and security landscape. Our teams of doctors, nurses, travel and medical co-ordinators and security experts make sure that your people will be looked after, whatever happens supported by technology designed help individuals, not slot them into a predetermined solution.

We work with governments, broadcasters, NGOs, international corporations, major insurers and more. No two clients are the same: we adapt our services to their needs.

More importantly, we adapt to the practical and human needs of the individuals we protect. Most of us are on the front line; we keep our back office lean. We don’t use scripts, and we don’t time calls. We never lose sight of the fact that we’re dealing with real people.

**Company Culture**

Instead, we focus on ensuring our highly trained specialists have the space and time they need to be effective. We let them use their initiative to get the job done, because the situations they face often throw up unexpected challenges - and no protocol survives contact with the real world.

Our clients have thousands of employees and customers, at home and abroad, so they need a business big enough to handle any situation. But they chose Healix because they also need an organisation that’s personal enough to care.

Our people are driven to do things in the best way, not the way they have always been done. We work hard, and our effor

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