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Office Coordinator

1 month ago

Central London, United Kingdom KMK Recruitment Limited Full time

We are seeking an experienced and proactive Office Coordinator to join our dynamic Property Company. As the first point of contact for staff, clients, and visitors, you will be responsible for providing exceptional customer service and ensuring the smooth day-to-day running of the Head Office.

Main Responsibilities:

Reception Duties:

  • To greet staff and visitors in a professional and friendly manner, providing a warm welcome to our office.
  • To answer telephone calls in a professional manner, accurately recording and communicating any messages.
  • To deal with enquiries promptly, professionally, and compassionately, and ensure they are accurately logged for follow-up and resolution.
  • To act as a central point of contact for employees, both office and site-based employees.
  • To arrange couriers for both local and overseas deliveries.
  • To organise and manage company events and social engagement initiatives.

Administration Duties:

  • To assist senior managers with diary and meeting coordination.
  • To organise travel arrangements, including booking flights, accommodation, and transport as required.
  • To undertake administration duties as required, including letter drafting, preparing presentations, arranging e-signatures, minute taking, copying, scanning, binding, etc.
  • To maintain the company's website with new starters, leavers, and property information.
  • To assist with marketing and branding projects or ad-hoc projects as required.
  • To implement and continuously develop office administration procedures and administrative systems.
  • To manage the reconciliation of office-related expenses and related invoices, including petty cash.
  • To deal with credit card purchases required by the Property Operations Team and assign payments to each property.
  • To maintain a database for Vehicles.

Facilities Duties:

  • To ensure the office is always tidy and presentable.
  • To prepare meeting rooms as required, including AV and conference telephones.
  • To set up desks and equipment for new joiners.
  • To oversee the maintenance of office equipment and technology, ensuring they are in good working order.
  • To manage IT equipment, resolving errors where possible or working with third-party to resolve technical issues.
  • To undertake Key Holder responsibilities, ensuring all keys are coded, held securely, and signed for on release.
  • To order office supplies, including stationery, refreshments, and site equipment.
  • To assist with the implementation of Health & Safety policies, Fire Prevention arrangements, Internal Security, and Risk Assessments.
  • To ensure employees are always following Health & Safety procedures.
  • To act as Chief Fire Marshall and Chief First Aider for the Head Office.

The ideal candidate will have previous office experience and be able to build positive working relationships and work closely with other staff and clients across the business.

What We Offer:

  • Salary: £35K p.a.
  • Fully office-based (covering the reception desk).
  • 40-hrs per week, Mon – Fri, 9am to 6pm.
  • Annual leave: 25 days + BHs.
  • Benefits: Contributory Pension Scheme & Vitality Private Medical Insurance (after probation).
  • Location – NW6.