Administrative Services Coordinator

3 weeks ago

London, Greater London, United Kingdom FY Recruitment Full time

Hours: Full time 09.00 – 17.00 – Full time in the office

Compensation: £32-£35K

Our client, a foundation dedicated to enhancing governance and leadership in Africa, seeks a dedicated individual to join their team.

This role primarily involves managing reception duties while being adaptable to take on additional responsibilities, including IT support, facilities management, and health & safety oversight. The ideal candidate will possess the confidence and professionalism to engage with external service providers to ensure optimal value for services rendered.

Key Responsibilities:

Reception Duties:

  • Coordinate meeting room bookings.
  • Notify ground floor reception of guest arrivals using the visitor management system.
  • Welcome visitors and provide refreshments.
  • Maintain cleanliness and readiness of meeting rooms.
  • Ensure all equipment in the Board Room is operational for virtual meetings.
  • Organize catering for meetings.
  • Manage incoming calls and take messages as necessary.

Administrative Support:

  • Oversee and replenish stationery supplies.
  • Maintain a tidy kitchen area and manage kitchen supply orders.
  • Coordinate courier services and transportation arrangements.
  • Assist with travel logistics, including booking flights and processing visa applications.
  • Monitor photocopier usage and manage maintenance needs.
  • Support document preparation, including printing and binding.
  • Assist with invoice processing and financial reconciliations.
  • Provide backup support for the administrative team during absences.
  • Issue and track building security passes.

Facilities Management:

  • Facilitate internal office relocations.
  • Manage procurement of office furniture and equipment.
  • Ensure a well-functioning office environment, addressing lighting, heating, and cleaning needs.
  • Collaborate with building management on security and maintenance issues.
  • Evaluate contracts with service providers to ensure quality and cost-effectiveness.
  • Oversee IT systems and coordinate with external IT support.
  • Maintain compliance with health and safety regulations.

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