Office Coordinator

Job Overview 

As a key member of the wider company, the Office Coordinator will be responsible for maintaining a first-class, professional front-of-house service to clients, visitors, and staff and managing the smooth and efficient running of reception and administrative processes.

The Office Coordinator role is based on reception and will report to the Junior Office Manager.

The typical working hours for this role are 8.00 – 17.00, including a 1-hour lunch.

Key Responsibilities 

• Responsible for opening the office, ensuring facilities are kept to a high standard.
• Answering and directing telephone calls professionally.
• Meeting and greeting clients, visitors and staff politely and professionally.
• Comply with the building security procedures and report any issues to the Office Manager/Security Team.
• Sorting and distributing incoming and outgoing mail and deliveries.
• Managing the meeting room schedule and organising refreshments when necessary.
• Ensuring meeting room is kept presentable and replenished.
• Monitor and order stock such as stationery, groceries and other office supplies.
• Booking couriers and taxis.
• General office duties, such as printing, scanning, photocopying and filing. When required, work closely with and assist the Office Manager or Junior Office Manager.
• Helping with set-up for company activities.
• Manage staff gifts, ensuring anniversaries and milestones are tracked and prepared.
• Any other administrative or generic duties as required or at the reasonable request of the supervisor.
• Daily building checks.
• Managing company credit payment records, ensuring that they are accurately recorded in the accounting records, have supporting documentation, and have been matched to an approved PO.
• Travel bookings

Essential Skills and Experience

• Receptionist/ admin experience in an office environment is essential.
• Previous experience in booking international travel
• Excellent organisation and communication skills.
• Strong customer service skills.
• Ability to multitask and prioritise work.
• Ability to work both alone and as part of a team.
• Ability to work under pressure and meet deadlines.
• High standard of written and spoken English.
• Literate in a variety of MS packages, including Excel, Word and Outlook.

 Desired Skills and Experience

• Communication: communicates clearly and effectively; tailors communication style to ensure others understand their message and proactively escalates issues/concerns to relevant people, on a timely basis.
• Flexibility: reacts positively to changes and inspires others to do the same; readily adapts to change and different ways of working quickly and positively; willing to go the extra mile.
• Responsibility: it is not about blame or fear, it is about transparency, trust and taking ownership of our actions and decisions.
• Initiative/Solution-Focused: proactively offers solutions to problems that impact your own or your department’s work and constantly seeks out areas of improvement. Maintains a can-do attitude.
• Teamwork: Works well with others; supportive and considerate; offers to help when others are busy.
• Organisation: manages time efficiently to ensure deadlines are met.