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Office Coordinator - Part Time

Employer
touch associates ltd
Location
Leatherhead, Surrey
Salary
£10 per hour
Closing date
22 Nov 2018

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Title: Office Coordinator

Reporting to: Senior Business Support Manager

Job purpose:

To provide support for the General Office, Health & Safety and General Administration requirements throughout the Leatherhead office.

Monday - Friday  10.30am - 2.30pm (4 hours per day)

At touch associates, we believe that….

ü  Loving what you do is infectious

ü  Events & Communications need to be engaging.  Only then will they deliver results

ü  We learn every day, inspired by your world, the Events & Communications industry and the ever-fascinating interactions with human behaviour

ü  There is always something to share

Key responsibilities and accountabilities:

Client Management

·         Support the Client team in the preparation of RFP & Proposals as required

Finance & Office Coordination:

·         Office Support

o    Provide receptionist support and visitor welcome

o    Manage incoming phone calls within the LH-UK office

o    Book couriers as and when required

o    Manage incoming and outgoing post

o    Support in the management of meeting rooms (clean, tidy, mini bar restocked etc)

o    Manage catering for meetings (as required)

o    Order office stationery & management of stationery cupboard

o    Support in the management of storage requirements with allocated storage supplier

o    Support in the management of kitchen & bathroom supplies

o    Ensure kitchen & bathroom are kept clean and tidy at all times (dishwashers set / emptied, surfaces clean and tidy etc

o    Printer Management (ensure printers stocked with paper daily and print supplies checked, changed and ordered as required

o    Coordinate and assist with car parking management

o    Log of employee car registrations / make / model etc

o    Visitor parking

o    Ensure office remains tidy at all times (this is critical to ensure the ambiance of our newly furbished offices and general company ethos) and monitor clear desk policy

·         IT & Equipment Support

o    Support Addooco in preparation of laptops for issue (or repair) to new and existing employees

o    Support Addooco in preparation of mobile phones for issue (or repair) to new and existing employees

o    Administration of e-mail groupings

·         Health & Safety Support

o    Support in the management of office H&S activities

o    Support in the management of all H&S administration

o    Support in the management of Fire Alarm and testing, ensuring weekly fire alarm tests and recording of such

Client Governance

·           Ensure compliance with all client and company privacy and security protocols

 

·           Ensure compliance with GDPR (General Data Protection Regulations) 2018 Regulations

 

Budget Reconciliation & Finance Management

·           Ensure prompt reconciliation of all petty cash, general office purchases

·           Manage and submit personal expenses and credit card reconciliations within timeframes specified

HubPlanner

·           Input of timesheet activity on a weekly basis

The Big Intimacy

·           Ensure personal conduct is consistent with touch values and live those values everyday:

  • Fun
  • Adventurous
  • Creative
  • Trusted
  • Courageous
  • Loyal

General

·           Work collaboratively with Board, Peers and all teams to ensure effective delivery of all office support functions

·           Attend company training days as and when required

·           Attend company meetings as and when required

Enjoy what you do and never be afraid to go the extra mile to exceed the client expectations, adding wherever possible a little touch of sparkle

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