Administration / Office Co-ordinator - Hiring in process/Finished, not possible to apply

Administration / Office Co-ordinator

Are you eager to join a fast paced team in a brand-new role within a fast growing organisation? Then you have come to the right place!

We are excited to be able to add a true coordinator to the team and we are looking for someone to help keep us all on track and make sure we don’t fall of the edge or get lost on the way to our meeting rooms!!

The Role

As an Office Co-ordinator you will be responsible for ensuring that the organisationial activities run smoothly and efficiently. Your primary goal is to organise, control and supervise the support services through efficient communication and efficient use of the resources available throughout the organisation.

The Administration/ Office Co-ordinator will receive training and daily support.

Reporting

You will be reporting to the Regional Managing Director

Location

The UK business consists of two offices. One in Manchester and the other in Reading. This position will mainly be based in Manchester however visits to Reading may be required from time to time.

Hours

The position will start out as a part time job with approximately 20-30 hours per week. However, as the role grows with time we want to make sure that you want to grow with it and eventually take on a full time position with us together with the overall office responsibility.

Main Tasks

You will be the first point of contact! Both in regards to managing the switchboard, answering and routing calls using a multi-line telephone system and greeting guests and vendors that come to visit the office. Managing the office maintenance and liaising with the building manager as well as monitoring cleaning standards and liaising with the cleaners to ensure a healthy work environment are other important tasks that will fill your day. You will also monitor and maintain office supplies, including, but not limited to; Stationary, Refreshments, furniture and kitchen supplies (this may include running out in the afternoon to get fans to enable us to breath during summer, or perhaps a late afternoon motivational snack for the team running low on energy).

Other responsibilities will include but not be limited to:

• Greeting guests and vendors.
• Sorting, distributing and preparing daily mail.
• Matching and verifying documentation received for inventory and other items purchased (packing slip, purchase order, invoice) and entering invoices for payment.
• Maintaining accurate and organized payment history records. Organizing, PAT Testing, Fire extinguisher contracts and Air-conditioning maintenance on an annual basis
• Liaising with managers regarding office inductions for new starters
• Liaising with HR and communicating any new policies / messages to the office / appropriate members of the office
• Streamline procedures where required and responsibility to reduce waste, maximize efficiency and promote environmental improvements. Overseeing all IT issues and organizing new starter’s equipment
• Collating and filing receipts and expenses Setting up phone contracts and extension line
• Ensuring the office complies with all health and safety standards (this should include ensuring all staff know the procedure for evacuation in the event of a fire)
• Setting up invoices for clients
• Helping with advertisements for new staff and booking interviews
• Payments for bills such as electricity, heating etc.
• Creating itineraries for business meetings, such as arranging travel, booking taxi, hotel and flight tickets.
• Make sure that we don’t forget to have fun! Arrange our Christmas lunch, handling decorations for holidays. Plan office events, such as charity events or out of office team building events. Set up competitions and insensitive to keep the team in a good spirit.

Qualifications/ Skills/ Profile

We are looking for someone that will be able to learn on the job and grow as the role develops and takes on more responsibility.

You will need to be proactive in order to be able to see what support is required and take the initiative to start assignments and smaller projects and to follow through independently such as driving a charity event for work, arranging a career fair participation, networking events or other similar projects.

Problem solving, service and creativity are key words for this role!

Other qualifications include:

• Proven written and oral communication skills
• Filing, sorting and general organisation skills
• Limited bookkeeping skills (advantage)
• Advanced IT knowledge (MS Office, especially Excel)
• Equipment handling (Copy machine / printer etc.)
• Customer service skills Detective skills! Being able to find answers by researching different websites, contacting authorities or suppliers etc.  
• Self-motivation and flexibility

If you have questions about this position please contact Nathalie Nordqvist, HR Business Partner Nathalie.nordqvist@kghcustoms.com

We look forward to your application via our external website no later than the 21-10-2019. Interviews will be ongoing throughout the process!