Office Coordinator

Job Description Office Coordinator Contract Type: Full time, permanent Reporting Line: EA to CEO Hours: 08:30-17:00/09:00-17:30 Location: Marble Arch (full-time in office) Overview of the role: To be responsible for supporting the operation of the office including: General day-to-day management of the office Be responsible for day-to-day Health and Safety Management of the office and ensuring all necessary risk assessments are carried out, with actions co-ordinated and managed through to completion. Attend the Health and Safety Committee to report on these activities. Co-ordinating planned maintenance pertaining to the office with contractors and suppliers Managing incoming and outgoing post and other communications Carrying out other duties including room preparation and refreshment for meetings (internal and external) Provide support and assistance to company including procurement and distribution of stationary and associated supplies Represent the company at monthly building management meetings Represent the company for any third parties attending to undertake services for the office Management and maintenance of the filling system for the company including archived files Provide cover for Reception and other PAs as required Oversight of health and safety and coordinating any repairs/issues at our satellite locations Any other duties that may be reasonably required Job Responsibilities: Office Management Responsibility for the building and procedures to run smoothly Preparation of meeting rooms Order couriers (bikes and overseas) as required Liaise with building management regarding contractors' access, all problems with our workspace and temperature control Ensure contractors have submitted the correct paperwork to building management before their visit Liaise with cleaners regarding any problems Keep staff security pass spreadsheet up to date Book jobs through helpdesk for any work needed to be done in our office Induct new staff into office procedures Keep track of locker / locker key assignment Manage reactive works which arise Co-ordinate and manage statutory and non-statutory Planned and Preventative Maintenance (PPM). Review documentation to ensure compliance is achieved. Provide support for office staff and IT teams where needed, specifically floating cover for PAs during absences and cover for Reception during two daily breaks, lunch over and absences Responsibility for all utility services supplying the office. Including obtaining meter readings and approving invoices Facilities Management Assist facilities with ad hoc duties Issue keys to contractors Provide support to Service Desk Teams Oversee PPMs for the portfolio Contract management and review of suppliers Health & Safety Carry out new starter H&S inductions Manage H&S Workstation / DSE risk assessments Attend H&S committee meetings Filing and Archiving Process boxes to be sent / recalled from offsite storage Postal duties Open and distribute incoming mail Frank / prepare all outgoing post for royal mail collection Process any mail due to be returned to sender General Order all supplies for the office, ensuring this is done so at competitive rates Process and arrange collection of all photocopying to go out Benchmark and tender for new suppliers Manage the office in line with carbon reduction targets and the supplier charter Promote recycling and reduce office wasteAdecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer. By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website