Office Coordinator

Description

• Maintain accurate records of compliance logs, training certificates, contracts, and other essential documentation.
• Communicate updates or changes in policies to staff and ensure understanding.
• Ensure contractors working on-site follow safety rules and provide necessary RAMS (Risk Assessments).
• Prepare safety bulletins, posters, or email updates to raise awareness of seasonal or situational risks.
• Organise and maintain both physical and digital filing systems for easy access and compliance.
• Report and coordinate repairs with contractors and conduct regular office walkarounds to identify issues.
• Coordinate fire warden and first aider training, ensuring the office has certified personnel at all times.
• Prepare welcome packs and workstations for new starters and assist new hires with building access.
• Follow up on any ergonomic concerns or required adjustments (e.g., footrests, monitors, chairs).
• Ensure documents meet company standards and are distributed to relevant teams on time.
• Health & Safety meetings, distributing agendas, logging actions, and tracking completion deadlines.
• Process and submit purchase orders or supplier invoices, monitoring stock levels of office supplies and reorder when necessary.
• Greet and sign in visitors, ensuring a professional and secure experience, maintaining visitor logs and assist with building access and passes.
• Management of Cleaners and be a point of contact for any concerns, completing cleaners’ timesheets and manage their holidays.
• Manage daily office operations, including supplies, facilities, ensuring the office runs smoothly and efficiently.
• Conduct office checks, flag hazards, and ensure compliance with local regulations.
• Organise internal events, training sessions, or staff gatherings, including, preparing materials, book catering, and coordinate logistics.
• Maintain and troubleshoot office equipment (e.g., printers, phones), and arrange repairs when needed.
• Supervise the carpark and ensuring visitors are accommodated and informed of parking restrictions.
• Manage building access and security (e.g., keys, passes, alarms) and lock up building on a daily basis (weekdays only) and monitor/ensure keyholders are present to open and close building where necessary.
• Handle incoming communications, schedule meetings, and support leadership with administrative task, including booking meeting rooms.
• Be the go-to person for staff queries related to the office or internal processes.
• Updating data of the energy used for the office, including assisting with monitoring of environmental aspects of the office (Radon Monitoring).
• Manage contracts for office equipment (e.g., printers, water coolers, cleaners) and ensure communal areas are clean and well-stocked.
• Investigate minor incidents, identify root causes, and implement corrective actions in coordination with management.

Requirements

• Ability to maintain confidentiality and handle sensitive information professionally.
• Excellent communication skills – both written and verbal.
• Signage for waste collection.
• Competent in MS Office (Word, Excel, Outlook); experience with purchasing/facilities management or Environmental, Health & Safety is desirable.
• Strong administrative and organisational skills with excellent attention to detail.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance