Office Facilities and Administration Co-ordinator

Summary

An exciting and challenging role reporting directly to the HR & Facilities Manager, the position involves assisting in the day-to-day running of the head office. This includes developing new initiatives and ensuring departmental KPI’s are achieved. This is a full-time role 8:30 – 5:00pm Monday – Friday, office based.

Role Summary

• Ensure that the building is opened and closed at the appropriate hours of the day, enabling staff to begin work at their stated times.
• Ensure all calls to the company switchboard are answered within 3 rings and handled accordingly
• Ensure that all visitors are greeted and dealt with promptly.
• Open and distribute the post each day and manage all deliveries to the office.
• Management of bookings of meeting rooms.
• Management of meeting rooms with regards to set up and clearance.
• Weekly parking rota compilation to strict deadlines.
• Liaising with all contractors associated with the office, e.g. cleaners, maintenance personnel
• Liaising with all utility providers associated with the office.
• Ensuring that stationery is well stocked and controlled
• Assist with the administration of HR records for sickness and absence
• Company secretarial – maintain the Society’s share register and ensure share certificates are produced in a timely manner to enable signature at Board meetings
• Management Board – organize hotel bookings and catering for meetings, including the Management Board Committees and Annual General Meetings
• Health & Safety – ensure the Society’s office is a safe environment
• Company Vehicles – collate monthly mileage records for all Company vehicles
• Driving licence checks – arrange checks on an annual basis
• Data compilation for ESG – utilizing portal to compile information required to measure the Society’s carbon footprint
• To provide secretarial and general support to the CEO & directors as required
• To provide support to the Senior Management team as required
• To provide any other duties deemed appropriate to effectively fulfil the role
• To become a trained first aider for the business

Performance Standards

• Educated to a good standard of numeracy and literacy
• Highly Computer literate in particular Word, Excel and PowerPoint
• Possess high degree of accuracy
• Willingness to work outside contracted hours
• Enjoy working with people of differing cultures, backgrounds and positions
• Goal oriented
• Good organisational skills
• High level of integrity and credibility
• Openness to change
• Motivated self-starter, resourceful
• High quality verbal and written communication
• Effective time management
• Flexible, innovate and creative
• Excellent interpersonal skills
• Customer focused
• Attend meetings as required and to provide a positive contribution to those meetings
• To fulfil all company objectives to a satisfactory conclusion

Personal Standards

• Smart appearance
• Self-motivated to operate with limited supervision in a disciplined and organised way
• Must have a professional attitude
• Ability to able to delegate, manage and motivate your team
• Must have the ability to organise and prioritise to meet strict deadlines
• Must possess a can-do attitude to work
• Must be persistent and thorough
• Must be proactive and quick thinking
• Capable of working under pressure to meet necessary deadlines
• Willingness to accept constructive criticism and handle pressure in a professional manner
• Must have ambition, desire and commitment to succeed
• Multitask management of initiatives and activities both personal and team