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Office Coordinator

2 months ago

Midlothian, United Kingdom Tate Guildford Full time
Job Title: Office & Facilities Coordinator

We are seeking an experienced Office & Facilities Coordinator to join our team at Tate Guildford.

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 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
  • 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 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

Please note that this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate Guildford is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.