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Office Coordinator

2 months ago

Edinburgh, United Kingdom Tate Full time
Job Summary

We are seeking an experienced Office & Facilities Coordinator to join our team at Tate. 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
  • Proactively assist with the delivery of professional and efficient support services to the office, including but not limited to:
  • Assisting in the day-to-day coordination of office services to include reception, hospitality, switchboard queries, staff welfare, office maintenance, 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 the first aid policies and procedures and reporting any incidents as appropriate
  • 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 central administration team, to support the wider needs of the business/partners, including the monitoring and actioning of central mailboxes
  • Support the Property & Facilities team, acting as point of contact for any reactive or scheduled maintenance activity
  • Be proactive in logging jobs with the Property & Facilities Helpdesk, following through to resolution, ensuring end users are kept updated
  • Responsible for issuing purchase orders and the authorisation of invoices within areas of responsibility and in line with budgets
  • Responsible for coordinating activities on site for new starters, ensuring they have the necessary IT and workplace equipment, liaising with the relevant departments as required
  • Coordinate activities for leavers, ensuring all company assets are returned
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 prioritise 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