Office Coordinator

Scotland-Edinburgh

Overview

Office Coordinator -  12 month maternity cover contract

 

The role of the Office Coordinator is to provide a high quality administrative service to the internal and external customers of the region and to ensure that good communications exist between the Eton, Edinburgh and Cardiff office.  The Office Coordinator will also undertake a combination of administrative functions as required of the role whilst at all times maintaining the professional company standards.

Responsibilities

Office Coordination/Facilities

  • Ensure that the Edinburgh office is fully equipped and operational at all times
  • Order and maintain supplies for the office (stationery, beverages, etc)
  • Set up preferred rates with local suppliers (e.g. hotels, taxi’s, stationery) and continue to monitor/negotiate best rates for the company
  • Programme and issue security fobs and keys for office personnel
  • Ensure security standards are maintained and adhered to by employees
  • Record and report all accidents
  • Monitor contractors working on-site, ensure they follow all Health and Safety practices
  • Undertake office facility projects as requested by the Director of European Human Resources
  • Induct new employees on office facilities and local administration processes

Administration

  • Provide full administrative support to the Client Executive and Sales Manager
  • In accordance with company policy, book/coordinate travel for staff visiting the local office and overseas staff supporting the PMS project
  • Liaise with Project Manager’s to coordinate go-live travel and accommodation for the team
  • Provide on-site support to customer meetings – book meeting rooms, set up meeting rooms, organise hospitality/lunches as necessary
  • Provide administrative support for events/seminars/meetings as necessary and attend such functions as and when required in order to meet business needs
  • Organise internal company events as directed including but not limited to Christmas party, family fun days, team meetings, dinners etc
  • Assist in the production of sales tenders and other client requested information
  • Assist the team with formatting, collating and printing of documents, reports,  spreadsheets and presentations
  • Update reports and databases as necessary
  • Maintain and update daily staff location log
  • Update UK intranet with local supplier information and rates
  • Raise purchase orders and quotations – seeking appropriate authorisation / check invoices for office and send to UK Finance dept.
  • Maintain petty cash summary for UK Finance dept.
  • Assist with ad hoc projects presented by the UK Finance dept as required to meet business needs
  • Provide lunch time cover to Reception as well as during holiday, sickness ad hoc
  • Provide ad hoc cover for PA and Receptionist as well as during holiday and sickness absence
  • Provide additional/flexible support to the ASG Supervisor and Administration Team in region as requested
  • Any other ad hoc duties as requested

The list of duties outlined in this job specification are not exhaustive and you may be required to undertake other tasks commensurate with the role in order to meet the needs of the business or to provide administrative assistance to other departments as and when required to do so..

Priorities, timescales and standards will be set and agreed with the ASG Manager at all times, recognising the level of competence of the job-holder.

Qualifications

 

Regular interruptions during the day are the norm for this post and the job-holder will need to keep accurate, organised and detailed records to enable satisfactory work performance.  The job-holder will also need to be flexible, a team player possessing the ability to multi-task.

 

A professional, mature and proactive approach is essential as is the ability to work unsupervised.

 

The job-holder should have at least 3+ years professional administrative experience gained from working within an international office environment. First class English both written and oral.

 

Communications

 

The nature of this post, requires the job holder to be at all times, professionally dressed, calm, polite and friendly.  Face to face interactions demand self assurance and an assertive but not aggressive manner.

 

To assist the smooth running of InterSystems, the post holder must ensure that their manager is fully briefed on their whereabouts.

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