Office Coordinator

1 week ago

Midlothian, United Kingdom Tate Guildford Full time

Job Summary

Tate Guildford is seeking an experienced Office & Facilities Coordinator to join our team. 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

  • Assist with the day-to-day coordination of office services, including reception, hospitality, switchboard queries, staff welfare, office maintenance, and 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 first aid policies and procedures and reporting incidents as necessary.
  • 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 the central administration team to support the wider needs of the business.
  • Support the Property & Facilities team as the point of contact for reactive or scheduled maintenance activity.
  • Be proactive in logging jobs with the Property & Facilities Helpdesk, following through to resolution, and ensuring end users are kept updated.
  • Responsible for issuing purchase orders and authorizing 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, and liaising with 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 prioritize 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.

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