Office Coordinator

The Purely Recruitment Company ,
Oxford, Oxfordshire
More Details
Job Type: Full-time
Salary: £26,000 per annum

Overview

Where will I be working? We are looking for a talented and enthusiastic Office Coordinator to join our team, within our successful Oxford city centre office. The organisation is a progressive, hard working environment with an academic lean and a business focus, so offers a unique blend and culture. Truly fabulous benefits are on offer to the right candidate in this varied role. What will I be doing? This role will be mainly reception based but will have overall responsibility for health and safety, recovery plans and general management of office procedures, so the role will have its fair share of responsibility and autonomy. Office management and administration: Effective lease management and point of contact with the landlord and building management for all operations e.g. consent for works, responding to issues outside our demise. Resolve in a professional and timely manner, escalating risk as appropriate Ensure the office/building meets health and safety requirements and that facilities comply with legislation. Implement and monitor appropriate procedures to meet such requirements e.g. HSE arrangements Direct, coordinate and plan essential services such as security, maintenance, archiving, cleaning, waste disposal. Check that agreed work by contractors has been completed satisfactorily and follow up on any deficiencies. Ensure appropriate monitoring procedures are in place to track upkeep Maintain and monitor all UK office contracts to ensure compliance and follow up as required e.g. gathering up-to-date insurance documentation Coordinate tendering procedures for renewing supplier contracts including developing Terms of Reference and scoring criteria to ensure a fair process. Calculate and compare costs for required goods or services to achieve maximum value for money Health and Safety Coordinate health and safety procedures and track and monitor associated risks to maintain compliance with regulations Update, track and monitor relevant documentation, e.g. Accident Reports, Fire Logs etc. Keep abreast of legislation and plan for changes Run HSE inductions for all new starters and regular lesson learning sessions with first Aiders and Fire Marshals. First point of contact for HSE questions ISO 14001: Coordination and administration of Environmental Management System, tracking and monitoring associated risks to maintain compliance Track and update all associated documentation Track operational controls and implement remedies Reception Management of the office reception ensuring responsibilities are completed accurately and to a high quality, acting as first point of contact for all visitors, hosting supporting to Company meetings, organising refreshments and meeting supplies Monitoring the Operations inbox daily and deal with invoices, emails, queries in a timely and professional manner Office Disaster Recovery Plan Regularly review the Disaster Recovery Plan What skills and qualifications are required? This would suit someone who has 2 years of office environments, is aware of ad-hoc office tasks such as checking compliance and GDPR requirements, general office coordination, meet-and-greet inductions, and tea/coffee room bookings etc. Knowledge and experience of health and safety, and secure record-keeping is a must. To be selected for this role you will need: Experience in facilities and coordinating Health and Safety requirements in the workplace Ability to cope with several jobs simultaneously, working methodically to agreed deadlines, often under pressure Prior working knowledge of SharePointintranet systems is useful. Excellent skills in Outlook, Word and Excel are essential to the role Excellent verbal and written communication skills with the ability to develop key working relationships with people at all levels Ability to develop the role in order to facilitate continual improvement of processes and ways of working Ability to maintain discretion and professionalism at all times Ability to be flexible and desire to take on new challenges High level of attention to detail and ability to work with budget figures Ability to deliver quick and practical solutions to issues raised whilst meeting the needs of the business Ability to work autonomously, using own guidance, initiative and motivation to handle conflicting demands. Using judgement to determine when to escalate Meticulous and highly organised with the ability to work create own working structure and maintain continuity within the team at all times What else do I need to know? As well as a competitive salary, our client offer a rewarding, interesting and collaborative work environment with excellent benefits including 30 days holiday entitlement and a good pension scheme. This role is on a full time hours, permanent basis. Our client are based in Oxford city and do not offer parking on site, so alternative parking needs to be sought, although we suggest a commute via bike, train, bus or park & ride is sought for Oxford city centre generally. We really hope this great role appeals to you and you decide to apply We love hearing from you and really appreciate every single application that we receive. We wish we could respond to your CV personally but due to the high number of responses we receive this just isn't possible. Therefore if you haven't heard back from us within a week, your application won't be taken any further on this occasion. Thank you so much for taking the time to respond to our roles. We wish you all the very best for your job search. The Purely Recruitment Company is an Equal Opportunities Employer and operates as an Employment Agency

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