Office Coordinator

😁 Role Summary 

• The Office Coordinator is a combined role that supports our Executive Assistant, as well as our Employee Facilities and Employee Experience functions.
• You will be a positive and supportive influence and will seek to provide assistance wherever possible.
• Your role will be widely varied, from business support administration to  facilities management.
• You will be adaptable, highly organised and enjoy coordinating an inclusive office space. 

🚀 Responsibilities 

Your responsibilities will include, but will not be limited to (because that's the nature of our start up environment): 

Office support  

A large proportion of your role will involve keeping the office running smoothly and to a high standard: 

• General office tasks - ensure the office facilities and working environment are maintained to a high standard (because we’re really and proud of them!)
• Facilities and maintenance - successfully coordinate facilities management, contractors and office services at our Leeds Office. This includes assigning building access cards, coordinating with external and building maintenance to ensure compliance with safety/fire regulations, cleaning and office repairs. 
• General office stock management - ensure our kitchen & office supplies are maintained. 
• Act as front office - welcome external guests and sign for deliveries. Create and maintain a guest experience that is welcoming, personable and efficient.
• Diary and meeting room management - support all teams across the business to ensure meeting room availability. You will support teams across the business to book external meeting rooms and event spaces.
• Postal services - take ownership of all inbound and outbound mail, including priority post, courier services and other correspondence.
• Office Parking - efficiently manage parking requirements for visitors and employees 
• Health & Safety - Assist the Employee Experience Advisor with health & safety and maintenance in the office. Act as champion of health & safety in the workplace, ensuring good practice
• Onboarding - assist the Employee Experience Advisor with onboarding, including conducting welcome office tours

Executive Administrative and Organisational Support 

You will support our Executive Assistant & wider business with administration support: 

• Calendar Management & Admin Support - proactively support the Executive Assistant to the CEO & COO with administration duties, as well as planning time with the view to maximising efficiency
• Travel bookings- support the EA with booking CEO & COO travel requirements as well as supporting colleagues with travel arrangements. This includes flight, train & hotel bookings. You will also be responsible for arranging travel for external suppliers. 
• Process improvement - support the Employee Experience team & Executive Assistant with improvement of business processes that contribute to a positive employee experience
• External Conference & Events - assist teams where needed in the preparation of upcoming conferences, events and important meetings 
• Internal Social Events - support the Employee Experience team with social events and team offsites 
• Administrative support - Provide support for all departments with ad-hoc administration requirements 
• A first point of contact - be the point of contact for any general queries from employees outside of ‘HR queries’ 

👉 What you have 

• 1+ years of relevant experience as well as being passionate about the employee experience.
• Fantastic customer service skills, connecting with employees and guests.
• Superior organisational, time management and prioritisation skills while working under pressure.
• High attention to detail
• Exceptional interpersonal, verbal, and written communication skills.
• Strong working knowledge using Google Suite of applications or similar software / systems