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Office Coordinator

2 months ago

Richmond, Greater London, United Kingdom Allocate Full time

At Allocate, we are committed to improving healthcare by enabling a world where patients receive the best and safest care possible. Our connected healthcare operations platform combines software and trusted services to empower organisations with critical data insights across risk, safety, compliance, provider lifecycle and workforce management.

We are seeking an experienced Office Coordinator to support our UK HQ on a 1-year fixed-term contract. This role will report directly to the HR-EA and be responsible for a number of office, reception and administration tasks.

Key Responsibilities:

RECEPTION:

  • Answering and transferring incoming calls
  • Meet and greet visitors
  • Process deliveries
  • Manage visitor parking
  • Manage meeting room for customers
  • Manage visitor/contractor signing in process
  • Manage visitor/contractor door passes, including starters and leavers
  • Manage and book courier requests

OFFICE:

  • Manage office suppliers
  • Manage maintenance requests - log, action/complete MR process
  • Stock control and ordering of refreshments, company free vending etc
  • Stock control and ordering of stationery
  • Attend regular building management meetings and follow through on any actions required

GENERAL ADMINISTRATION:

  • Open and distribute post
  • Prepare post for evening drop-off
  • Processing invoices with purchase orders and forwarding to accounts for payment
  • Responsible for travel management (booking flights, accommodation)
  • Ensure photocopier areas are fully supplied and clear
  • Responsible for general office housekeeping, including meeting rooms
  • Manage office moves within the building

H&S:

  • Ensuring H&S (First Aid and Fire Evac) notices are up-to-date
  • Ensure H&S staff certification are up-to-date
  • Assist the Compliance Officer with company compliance actions as and when required

This role will include any other ad hoc tasks as reasonably requested.

Competencies and Experience You Will Need:

·Previous experience in customer service, office management & reception

·Strong communication skills, written and verbal

·Proactive attitude

·Team player who can work independently and within a team

·Positive, professional and approachable client-facing manner

·Microsoft Office skills

·Strong organisational skills

·Quick to learn

·Must take ownership and responsibility

·Ability to make decisions

·Honest and trustworthy

·Attention to detail

·Forward planning

·Ability to work autonomously

·Enthusiastic

Allocate offers a competitive compensation package and comprehensive benefits package including health, dental, vision, life, disability coverage, a generous retirement savings plan, paid time off, and paid holidays. Allocate is an equal opportunity employer, and our employment decisions are made without regard to race, colour, religion, age, gender, national origin, disability, handicap, marital status or any other status or condition protected by Federal and/or State laws.