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Office Coordinator

2 months ago

Midlothian, United Kingdom Tate Guildford Full time

Job Summary

Tate Guildford is seeking an experienced Office & Facilities Coordinator to join our team. As a key member of our Property & Facilities Management team, you will be responsible for delivering exceptional client service and administrative support to our office.

Key Responsibilities

  • Assist with the day-to-day coordination of office services, including reception, hospitality, switchboard queries, staff welfare, office maintenance, and partner support.
  • Oversee the reception, meeting rooms, and communal areas to ensure high standards are maintained.
  • Ensure the safety and security of visitors and staff, including understanding first aid policies and procedures and reporting incidents as necessary.
  • Provision and control of security access passes in conjunction with the security provider.
  • Manage and coordinate meeting room requests.
  • Proactively manage stock levels relating to stationery, refreshments, and catering to ensure adequate stocks and in line with budgets.
  • Undertake general administrative tasks as part of the central administration team to support the wider needs of the business.
  • Support the Property & Facilities team as the point of contact for reactive or scheduled maintenance activity.
  • Be proactive in logging jobs with the Property & Facilities Helpdesk and following through to resolution, ensuring end users are kept updated.
  • Responsible for issuing purchase orders and authorizing invoices within areas of responsibility and in line with budgets.
  • Coordinate activities on site for new starters, ensuring they have the necessary IT and workplace equipment, and liaising with relevant departments as required.
  • Coordinate activities for leavers, ensuring all company assets are returned.
  • Support with any queries relating to direct deliveries.

Requirements

  • Professional with a positive "can do" ethos, willing to go the extra mile to deliver exceptional service.
  • Effectively manages time with the ability to prioritize workload.
  • Ability to work independently in a high-pressure environment.
  • A strong team player with a high degree of initiative and self-confidence.
  • Strong attention to detail with the ability to work to tight deadlines.
  • Excellent verbal and written communication skills.
  • Proficient in the use of Microsoft suite packages.

Tate Guildford is committed to promoting equal opportunities and welcomes applications from diverse candidates. We encourage you to let us know if there are any adjustments we can make during the application or interview process.