Office & Data Management Co-Ordinator
3 weeks ago
Position
Are you looking to leverage your strong organisation and administrative skills in an office management role? Do you enjoy working in a customer focused environment, responsible for overseeing the day-to-day operations?
We are looking for an Office & Data Management Co-Ordinator to act as linchpin between the London and Crawley office, ensuring that the London office is an accessible and welcoming space for all William Reed employees and visitors. There will also be day to day office coordination, working closely with central Facilities, Finance, HR and data teams.
What you’ll be doing:
London Office Management:
Acting as the main link between London and Crawley office and ensuring that all employees and visitors are able to access the office safely and efficiently. Organising equipment, meeting rooms and refreshments if required. Be the day-to-day contact with suppliers & building management company, e.g. cleaning & health/safety audits, first aid and fire warden training and ensuring compliance – supported by the central Facilities team. Managing all office and administration budgets, approving invoices, setting up new suppliers and post room duties. Carrying out maintenance and cleaning standards checks and managing recycling and general facilities. Ensuring fire procedure & risk assessments regularly updated and checked, with assistance from Facilities Manager. Managing post and couriers for office. Liaising with the central IT department to ensure efficiency of office IT needs. Ensuring fruit, drinks and stationery supplies are well managed. Acting as out-of-hours point of contact for our alarm company and key holder for the building. Issuing access fobs and keys, collecting them from leavers, and managing the maintenance of security for office. Acting as a Fire Warden and First Aid person (training will be provided). Preparing for new starters by setting up equipment and supporting induction.Data Administration:
Managing the delegate invitation and registration process for 8 external forums per year. Supporting insight & research data team with monthly basic data entry of interviews and transcripts. Supporting with organising store tours and other events. Supporting expenses process for Managing Director & senior team. Managing email address enquiries and telephone calls and acting as knowledgeable first point of contact for clients and prospective clients. Arranging and co-ordinating travel for team and supporting with adhoc diary management. Organising booking of team activities and events. Supporting with projects carried out by team.
Requirements
What you’ll need:
Strong organisational and administrative experience. Attention to detail and data entry/ reporting abilities. Excellent communication skills and confident at relationship building. Customer facing experience / approachable manner. Project management skills. A logical and assertive approach to problem solve effectively. Proficient with Microsoft Office Packages-
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