Office Coordinator

We have an exciting opportunity for an Office Coordinator to join a dynamic and friendly Property Company to ensure the smooth day to running of the Head Office. You will be responsible for providing a high level of Reception, Administration and Facilities duties, by acting as the first point of contact for staff, clients, and visitors. Proactively and efficiently handle enquiries while demonstrating excellent communication and customer service skills. The position is a combination of Receptionist, Administrator and Facilities Assistant duties. The job holder is therefore expected to have a busy and varied workload and there will be a great deal of work variety on a day-to-day basis. MAIN RESPONSIBILITES Reception duties To act as first point of contact to meet and greet staff and all visitors in a professional and friendly manner Answer telephone calls in a professional manner, accurately recording and communicating any messages Deal with enquires promptly, professionally, and compassionately, and ensure they are accurately logged for follow-up and resolution To act as a central point of contact for employees, both office and site-based employees Arrange couriers for both local and overseas deliveries Organise and manage company events and social engagement initiatives Administration duties Diary management: assist senior managers with diary and meeting coordination Organise travel arrangements, including booking flights, accommodation and transport as required Undertake administration duties as required i.e. letter drafting, preparing presentations, arranging esignatures, minute taking, copying, scanning, binding etc. Maintain company’s website with new starters, leavers and property information Assist with marketing and branding projects or ad hoc projects as required Implement and continuously develop office administration procedures and administrative systems Manage the reconciliation of office-related expenses and related invoices, including petty cash Deal with credit card purchases required by the Property Operations Team and assign payments to each property Maintain database for Vehicles Facilities duties Ensure the office is always tidy and presentable Prepare meeting rooms as required, including AV and conference telephones Set up desks and equipment for new joiners Oversee the maintenance of office equipment and technology, ensure they are in good working order Manage IT equipment, resolving errors where possible or work with third-party to resolve technical issues Undertake Key Holder responsibilities ensuring all keys are coded, held securely, and signed for on release Order office supplies e.g. stationery, refreshments, site equipment Assist with the implementation of Health & Safety policies, Fire Prevention arrangements, Internal Security and Risk Assessments Ensure employees are always following Health & Safety procedures Act as Chief Fire Marshall and Chief First Aider for the head office Other The right person will have previous Office experience and be able to build positive working relationships and work closely with other staff and clients across the business Salary: £35K p.a. Fully office based (covering the reception desk) 40-hrs per week, Mon – Fri, 9am to 6pm Annual leave: 25 days BHs Benefits: Contributory Pension Scheme & Vitality Private Medical Insurance (after probation) Location – NW6