Office Operations Specialist

3 weeks ago

London, Greater London, United Kingdom Miki Travel Europe Full time
Job Overview

Office Operations Specialist

Join Miki Travel Europe, a distinguished leader in the travel industry with over 55 years of experience, dedicated to providing exceptional travel experiences. As a key player in our London office, you will contribute to our mission of delivering outstanding service and innovative travel solutions.

Role Objective

As the Office Operations Specialist, your main responsibility will be to ensure the seamless operation of our office environment. You will provide essential administrative support across various teams, facilitating a productive workspace that aligns with our organizational objectives. This position is entirely office-based.

Key Responsibilities

Administrative Duties

  • Oversee general office administration, serving as the primary contact for visitors and guests, while coordinating with building management to maintain a welcoming atmosphere.
  • Handle all incoming and outgoing mail daily, ensuring proper sorting and distribution to relevant departments.
  • Occasionally visit the postal service to dispatch documents requiring tracked delivery.
  • Order and manage business cards and other printed materials, including signage.
  • Establish and maintain internal office systems for data management, filing, and archiving as necessary.

Facilities Management

  • Ensure the office space and meeting rooms are well-maintained, presenting a professional appearance and coordinating necessary repairs or servicing.
  • Manage contracts with external suppliers, negotiating terms to secure the best value for services rendered.
  • Review existing contracts and explore alternative solutions as needed, while maintaining adequate stock levels of office supplies and ensuring all equipment is operational.

Health & Safety and Wellbeing

  • Oversee health and safety matters within the office, reporting potential risks to the HR department with actionable recommendations.
  • Assist in the development and execution of health and safety initiatives, managing ongoing administrative tasks related to these programs.
  • Act as the primary contact for incident reporting, fire safety, and first aid responsibilities.
  • Coordinate relevant training for staff to maintain compliance with fire safety and first aid requirements.

Human Resources Assistance

  • Plan and coordinate in-office and external social events.
  • Collaborate with the HR team to welcome new employees, providing orientation and health and safety briefings on their first day.
  • Assist with the creation of building access passes for new hires and the cancellation of passes for departing employees.
  • Communicate general information to all staff regarding office updates and upcoming events.
  • Support inquiries related to meeting room and desk reservations.
  • Perform additional tasks as assigned by senior management.

Essential Skills and Attributes

  • Availability to work in the office five days a week.
  • Excellent interpersonal and communication skills.
  • Self-driven and results-oriented.
  • Ability to adapt quickly to changing priorities and business needs.
  • Strong organizational skills with the capacity to manage multiple tasks effectively.
  • Proficient negotiation skills to secure favorable terms with suppliers.
  • Aptitude for building strong relationships with external partners.
  • Competent in general IT skills, particularly in Word and Excel.

Required Experience and Knowledge

  • Experience in office facilities support or a similar role.
  • Understanding of general health and safety requirements in an office setting.
  • Previous experience in administrative support across various functions.
  • Solid background in office management and administration.

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