Office Coordinator

**Our people love the exciting and meaningful work they do, the cutting-edge resources and technology they have access to, the benefits we offer and the great community we’ve built. Want to join them?**

MAIN PURPOSE OF THE ROLE & RESPONSIBILITIES IN THE BUSINESS:
As office co-ordinator in Kainos, you will be responsible for overseeing the operational functions which keep the office delivering, whilst providing a welcoming presence in the office. This includes facilities management, reception duties, high quality administrative services and processes that support the core business at Kainos. The coordinator team deliver a shared service across 20 offices globally.

**Responsibilities**:

- Office management including desk management
- Front of House reception services
- Offer support to the wider distributed facilities team globally
- Liaising with staff at all levels
- Raise purchase orders, credit cards, in line with the process
- Supports continuous improvement initiatives across the facilities team to develop best in class services
- Participates in Facilities projects across the wider in-house team
- Participates in knowledge sharing activities across the team and at a wider capability level and externally where appropriate
- Act as an internally facing representative of Kainos and our Facilities team, being an ambassador for the brand both internally and externally.
- Adherence to company standards and processes and Departmental SLA
- Office stocks & supplies
- Liaison with cleaning staff
- Building maintenance PPM & reactive
- Health & Safety compliance
- Physical security and access control, crating passes for new joiners and leavers
- Fire Warden
- First Aider
- New joiner access/ on boarding
- Building relationships with landlords, contractors and service providers
- Offsite meetings and events
- On site meeting and event management
- Building walk arounds
- Switchboard
- Mail box monitoring
- Greeting visitors
- Ordering baby flowers
- Liaison with IT support
- Courier services
- Post office send and receive mail
- Supplier relationship and procurement

Please be aware that this role will include a physical element which will entail, putting away deliveries, stocking out of stationery and supply cupboards etc. This role also occasionally calls for flexibility of start and finish times to cover internal office moves, maintenance works or event preparation.

**Minimum (essential) requirements**:

- Ability to carry out responsibilities in accordance with company policies, procedures and processes;
- Demonstrate commercial awareness and understanding of the project and business dynamics;
- Effective personal time management and planning skills to deliver a high level of accuracy and attention to detail in tight timeframes/targets;
- Ability to work efficiently, make sensible decisions under pressure and prioritise your workload in a fast-paced environment;
- A self-starter who can work on their own initiatives with mínimal supervision;
- Effective verbal and written communication skills with both staff and external stakeholders;
- We all work in teams here in Kainos - a proven ability of strong team skills, including taking direction from others, is crucial;
- Minimum of 1-year experience in a relevant working environment with an approachable, mature, collaborative style;
- Experience with Office 365 Suite or equivalent.

**Desirable**
- Ability to collaborate effectively within a multi-disciplined team;
- Ability to identify and communicate areas for improvement within the team and business;
- Experience with JIRA, Kimble, Microsoft teams, SharePoint or Workday.

**WHO YOU ARE**:
Our vision is to enable outstanding people to create digital solutions that have a positive impact on people’s lives. Our values aren't abstract; they are the behaviours we expect from each other every day and underpin everything that we do. We expect everyone to display our values by being **determined** in how obstacles are overcome; **honest** when dealing with others; **respectful** of how you treat others; **creative** to find solutions to complex problems and **cooperative** by sharing information, knowledge and experience. These values, applied collectively, help to produce an outstanding Kainos person, team and culture.

In short: Having a criminal record will not exclude you from a career with Kainos. This depends entirely on the nature and requirements of the position, together with the circumstances and background of offences. Kainos has a policy on the recruitment of ex-offenders (available on request).