Office Services Coordinator

Level of spoken and written English required: Advanced

Please submit your application to the following email: ---@---

Purpose:
To ensure that both front-of-house reception and back-office services run smoothly and efficiently while proactively keeping the office fully stocked and well-maintained for staff, clients, and visitors at all times.

Key Responsibilities

Front of House Reception Duties:
• Provide front desk reception cover for the Madeira office;
• Handle all incoming external and internal overflow phone calls;
• Opening, sort, scan and distribute daily incoming post;
• Carry out hand deliveries, franking, outwards postal requirements;
• Ad-hoc banking to deposit cheques/cash and monitor Petty Cash;
• Process couriers via DHL;
• Ensure all meeting room areas are clean, tidy, stocked and plants are watered and well kept;
• Greet and record all visitors;
• Check and sign for deliveries on behalf of staff; and
• Prepare meeting rooms, sanitise appropriately, set up any catering and/or refreshments or equipment as required.

Facilities / Office Management:
Oversee the day-to-day operations of the building to ensure they are fit for purpose and maintained to a high professional standard by:
• Ensuring all main kitchen areas are clean, tidy and kept stocked with tea, coffee etc;
• Coordinate and plan any essential building maintenance and/or related issues such as air conditioning, cleaners and confidential waste. Liaising with appropriate contractors as and when required;
• Undertake regular daily checks on rest rooms to ensure cleanliness and adequately stocked;
• Be the primary contact for office stationery, internal kitchen supplies, collating orders, making cost effective purchases and receiving orders;
• Act as the main point of contact for all food orders for internal meetings, training events etc;
• Monitor supplies and set up for month end drinks/food and/or other internal or client events;
• Maintaining and keeping office Health and Safety records up to date;
• Booking of medical exams for new starters and annual/bi-annual exams for existing employees, as required by legislation;
• Maintaining records of first aiders and fire marshals and ensuring training remains up to date at all times;
• Booking of first aider and fire marshal training in advance of expiry;
• Maintaining First Aid boxes;
• Ensuring noticeboards are kept up to date;
• Making travel and hotel arrangements either directly or via a third-party provider in the most cost-effective way;
• Assist Social Committee with the preparation of team events/initiatives;
• Organising photographer and managing photo shoots for staff and events where required;
• Maintain Hardware inventory;
• Organise the set up of desks, computers, etc for all new starters and hot desks for visitors;
• Engagement with external vendors for support and purchasing of IT equipment locally;
• Photocopying, scanning, binding documents as requested;
• Receipt of supplier/contractor invoices and prepare payments for approval by Head of Madeira; and
• Organise monthly financial folders for delivery to local accountants.

Company Secretarial Support:
• Assist with setting Boards and Committees’ meeting dates and send out Outlook invites, as required;
• Assist with preparing agendas for Boards and Committees’ meetings;
• Assist with creating meeting packs in Boardlogic;
• Maintaining accurate statutory records including Registers of Members, Directors and Secretaries and updating computer database and electronic records (NavOne updates);
• Assist with changes to the Group’s Authorised Signatory Lists and updating the respective Registers; and
• Assist with updating the CDD held for the Group’s authorised signatories.

General Responsibilities:
• Develop and maintain good relations with other staff members;
• Ensure all work is conducted in accordance with internal policies and procedures;
• Maintain the highest standards of confidentiality and security in terms of client affairs and records;
• Complete daily timesheets;
• Monitor own performance against personal and developmental targets;
• Maintain a record of Continuing Professional Development activity undertaken during each year;
• Undertake anti-money laundering training as required by Group Policy; and
• Have an overall awareness of regulatory and compliance related legislation and guidance in general.

IT Skills:
The role will involve intermediate experience of:
• Microsoft Office – mainly Word, Excel and Outlook;
• Adobe Acrobat DC;
• NavOne;
• General client database software;
• Google and/or other Internet search engines; and
• Any other IT system deemed to be necessary for the role.

Competencies:
• Excellent attention to detail and a well-organised approach to work;
• Strong time management and organisational skills;
• Verbal and written communication skills;
• Capability to work with numerical information, plus analytical and problem-solving skills;
• Team-working skills;
• Integrity and discretion when handling confidential information;
• Commercial frame of mind;
• Excellent interpersonal skills and ability to communicate and work effectively with clients and colleagues at all levels;
• Ability to prioritise work and to work well under pressure and meet deadlines; and
• Professional appearance and friendly manner.

Qualifications and Minimum Relevant Experience:
• Minimum of 2 years’ previous experience in a similar role undertaking facilities management duties; and
• General competency in Microsoft Office e.g. Word, Excel, and Outlook.