Office Coordinator

2 weeks ago

London, United Kingdom Demica Full time

In your role as an Office Coordinator at Demica you will ensure that the office runs effectively on a day-to-day basis. This includes meeting and greeting visitors, managing meeting rooms, keeping the office fully stocked with supplies, including stationery and grocery supplies, answering and triaging switchboard calls and ensuring compliance (with support for H&S consultant) regarding all matters related to Health and Safety management. You will also provide general administrative support to the Management Team as well as some additional administrative tasks across the wider Demica business.Key Responsibilities

**General Office Duties**:

- Monitoring and maintaining stock levels in the office.
- Managing staff access cards for the building and office & managing the desk booking system.
- Managing post and courier process, collecting, and distributing post, and booking/receiving couriers.
- Checking confidential waste bins and booking confidential waste collection.
- Help coordinate in house or off-site activities, such as celebrations and conferences, also including booking of catering when required.
- Providing guidance and support for employees on travel related matters including booking travel where needed

**Visitor/Client Experience**:

- Manage guest bookings, checking guests in with Reception, and ensuring that catering and room requirements are met.
- Meet and Greet guests with a warm and professional manner when required.
- Manage meeting rooms, ensuring they are vacated on time and do not affect the next meeting.

**Operations**:

- File Non-Disclosure Agreements and update tracking spreadsheet.
- Assist People Team with the on and off boarding process of new and leaving staff, including pass creation and desk booking for new starters.
- Provide EA support when required.
- Liaising and maintaining relationships with vendors, including cleaning, maintenance and security services.

**Health & Safety**:

- Maintaining a relationship with Health & Safety consultant and providers.
- Overseeing and coordinating Health & Safety activities, including Office Risk Assessments, General Office Assessments and DSE Home and Office Assessments.
- Ensuring all staff complete annual fire training and annual desk assessment training including remote working Desk Assessments.

Skills, Knowledge and Expertise
- Possesses excellent organisation and coordination skills
- Self-starter, who uses initiative to identify areas of focus and provide support with mínimal direction
- Good understanding and broad experience of office administration and facilities for example (not exhaustive): H&S, Stocking procedures, Ordering items, following through the repair or providing a remedy for faults, damage or wear and tear, coordination of internal events and catering, travel booking
- Secretarial skills, letter writing, drafting documents, organising meetings, diary management
- Microsoft office skills particularly Word, Excel and PowerPoint to a good standard

About Demica

We are a market-leading fintech, powering the trade finance programmes of the world’s largest trade banks and corporations.
Demica’s proposition is simple: our intuitive, cloud-based platform enables financial institutions and corporates to automate and scale their working capital solutions.
Today, we have over US$27bn of Assets under Administration (AUA)* on our platform, across the full spectrum of working capital products. Funded by a diverse range of banks and institutional investors, these programmes enable companies to strengthen their supply chains and redeploy capital to drive growth.
- Assets under Administration is the total value of the receivables on the Demica platform across receivables and payables programmes as at 31st December 2022.

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