Office Coordinator

4 weeks ago

London Area, United Kingdom KMK Recruitment Full time
Office Coordinator Job Description

We are seeking a highly organized and efficient Office Coordinator to join our dynamic team at KMK Recruitment. As the first point of contact for staff, clients, and visitors, you will be responsible for providing exceptional customer service and ensuring the smooth day-to-day running of our Head Office.

Main Responsibilities:
  • Reception Duties:
    • Act as the first point of contact for staff and visitors, providing a warm and welcoming experience.
    • Answer telephone calls professionally, accurately recording and communicating messages.
    • Deal with enquiries promptly, professionally, and compassionately, ensuring they are accurately logged for follow-up and resolution.
    • Act as a central point of contact for employees, both office and site-based.
    • Arrange couriers for local and overseas deliveries.
    • Organize and manage company events and social engagement initiatives.
  • Administration Duties:
    • Diary management: assist senior managers with diary and meeting coordination.
    • Organize travel arrangements, including booking flights, accommodation, and transport as required.
    • Undertake administration duties as required, such as letter drafting, preparing presentations, arranging e-signatures, minute taking, copying, scanning, and binding.
    • Maintain the company's website with new starters, leavers, and property information.
    • Assist with marketing and branding projects or ad hoc projects as required.
    • Implement and continuously develop office administration procedures and administrative systems.
    • Manage the reconciliation of office-related expenses and related invoices, including petty cash.
    • Deal with credit card purchases required by the Property Operations Team and assign payments to each property.
    • Maintain a database for Vehicles.
  • Facilities Duties:
    • Ensure the office is always tidy and presentable.
    • Prepare meeting rooms as required, including AV and conference telephones.
    • Set up desks and equipment for new joiners.
    • Oversee the maintenance of office equipment and technology, ensuring they are in good working order.
    • Manage IT equipment, resolving errors where possible or working with third-party to resolve technical issues.
    • Undertake Key Holder responsibilities, ensuring all keys are coded, held securely, and signed for on release.
    • Order office supplies, such as stationery, refreshments, and site equipment.
    • Assist with the implementation of Health & Safety policies, Fire Prevention arrangements, Internal Security, and Risk Assessments.
    • Ensure employees are always following Health & Safety procedures.
    • Act as Chief Fire Marshall and Chief First Aider for the Head Office.

The ideal candidate will have previous office experience and be able to build positive working relationships and work closely with other staff and clients across the business.

What We Offer:

  • Salary: £35K p.a.
  • Fully office-based (covering the reception desk).
  • 40-hrs per week, Mon – Fri, 9am to 6pm.
  • Annual leave: 25 days + BHs.
  • Benefits: Contributory Pension Scheme & Vitality Private Medical Insurance (after probation).
  • Location – NW6.

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