Office Coordinator - Part Time
- Employer
- touch associates ltd
- Location
- Leatherhead, Surrey
- Salary
- £10 per hour
- Closing date
- 22 Nov 2018
View more
- Sector
- Administration, Secretarial & PA, Travel & Tourism
- Hours
- Part Time
- Flexibility
- Set hours
- Contract Type
- Permanent
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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