Position Summary We are seeking a highly motivated Office Coordinator to join our new London office!
This is a 4 day/week opportunity, working on site Mondays – Thursdays providing exceptional administrative support to our team.
Focused responsibilities include Office Management, Event & Remote Support, Health & Safety Management and Accounting Support.Essential FunctionsOffice Management (55%) Greeting of clients / guests / visiting staff with warmth and professional courtesyNotifying relevant staff when their guests have arrived, and/or escorting guests to the meeting roomOrdering, accepting and setting up catering orders, especially in regards to the office all-hands meetingsAccepting and distributing company mail and packagesMeet regularly with IT to discuss office status and IT updatesCoordinating with IT and HR to assist with the onboarding of new hires, primarily booking the new hire a desk and directing them to the relevant rooms for trainingPreparing building / office IDs for all staff in coordination with the building staff, via NextGenAssisting EAs with conference room setup as necessaryMaintaining and organizing a supply of milk & coffee in the kitchenMaintaining and organizing Trinity-standard office suppliesWorking with building staff and vendors on repairs and maintenance, including items like furniture, appliances, and general office structures like walls & doorsHandling requests submitted through the Facilities ticketing system, including but not limited to: Processing business card requests for all locationsPreparing FedEx labels for any locationRemote assistance for other office support & maintenance when possibleAssisting with tracking office attendance / usage metricsAssisting the Facilities & Office Manager on other Facilities-related projects as necessary (examples include coordinating moves & installs, researching new vendors, etc) Event & Remote Support (25%) Assisting with on-site event coordination, including room setup & decoration, ordering food, and coordinating with IT on any AV requirementsAssisting with investigating venues and planning for London EOY celebrationSupport with printing and shipping (ex: for career fairs, large company trainings, etc) Health & Safety Management (10%) Take point on London office health & safety requirements, including but not limited to:working with vendors for any physical on-site requirements (e.g.
signage, providing fire extinguishers, etc)taking additional trainings pertaining to health & safety topics (e.g.
first aider training, acting as fire warden, etc)keeping compliance logs up-to-date Accounting Support (10%) Tracking budgets for kitchen & office supplies, including adjusting orders and or / notifying relevant parties when budgets are strained, and making recommendations for mitigating costsAssisting with coding & receipts for Facilities-related orders & charges on LT corporate cards 1-2+ years of prior office coordinator experienceSolid experience to identify, analyze, and solve problems with creative solutionsSkilled and experienced in organization and time managementA self-starter willing to take the initiative and ownership of the office spaceDesirable: Qualified First Aider / Fire Warden Knowledge & Skills Requirements Proficiency in Microsoft Office Suite, incl.
TeamsExcellent written and oral communication skillsEasily and professionally interacts with varying staff seniority levelsAccurate, detailed, and organizedAbility to work both individually and on a team, as this job requires both on-site and remote coordinationSolid judgement and discretion in relation to sensitive / confidential information