Office Coordinator
3 months ago
Position Summary
We are seeking a highly motivated Office Coordinator to join our new London office This is a 4 day/week opportunity, working on site Mondays – Thursdays providing exceptional administrative support to our team. Focused responsibilities include Office Management, Event & Remote Support, Health & Safety Management and Accounting Support.
Essential Functions
Office Management (55%)
Greeting of clients / guests / visiting staff with warmth and professional courtesy Notifying relevant staff when their guests have arrived, and/or escorting guests to the meeting room Ordering, accepting and setting up catering orders, especially in regards to the office all-hands meetings Accepting and distributing company mail and packages Meet regularly with IT to discuss office status and IT updates Coordinating with IT and HR to assist with the onboarding of new hires, primarily booking the new hire a desk and directing them to the relevant rooms for training Preparing building / office IDs for all staff in coordination with the building staff, via NextGen Assisting EAs with conference room setup as necessary Maintaining and organizing a supply of milk & coffee in the kitchen Maintaining and organizing Trinity-standard office supplies Working with building staff and vendors on repairs and maintenance, including items like furniture, appliances, and general office structures like walls & doors Handling requests submitted through the Facilities ticketing system, including but not limited to: Processing business card requests for all locations Preparing FedEx labels for any location Remote assistance for other office support & maintenance when possible Assisting with tracking office attendance / usage metrics Assisting the Facilities & Office Manager on other Facilities-related projects as necessary (examples include coordinating moves & installs, researching new vendors, etc)Event & Remote Support (25%)
Assisting with on-site event coordination, including room setup & decoration, ordering food, and coordinating with IT on any AV requirements Assisting with investigating venues and planning for London EOY celebration Support with printing and shipping (ex: for career fairs, large company trainings, etc)Health & Safety Management (10%)
Take point on London office health & safety requirements, including but not limited to: working with vendors for any physical on-site requirements (e.g. signage, providing fire extinguishers, etc) taking additional trainings pertaining to health & safety topics (e.g. first aider training, acting as fire warden, etc) keeping compliance logs up-to-dateAccounting Support (10%)
Tracking budgets for kitchen & office supplies, including adjusting orders and or / notifying relevant parties when budgets are strained, and making recommendations for mitigating costs Assisting with coding & receipts for Facilities-related orders & charges on LT corporate cards 1-2+ years of prior office coordinator experience Solid experience to identify, analyze, and solve problems with creative solutions Skilled and experienced in organization and time management A self-starter willing to take the initiative and ownership of the office space Desirable: Qualified First Aider / Fire WardenKnowledge & Skills Requirements
Proficiency in Microsoft Office Suite, incl. Teams Excellent written and oral communication skills Easily and professionally interacts with varying staff seniority levels Accurate, detailed, and organized Ability to work both individually and on a team, as this job requires both on-site and remote coordination Solid judgement and discretion in relation to sensitive / confidential information-
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