Office Facilities and Administration Co-ordinator


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