Facilities Coordinator

Immediate start - excellent benefits - lovely offices

Hours of work: 8 - 5 (with flexibility)

Highly successful and well established financial trading firm based in the heart of the City is looking for an experienced Facilities Coordinator/Receptionist to assist the office manager with the smooth running of the offices.

Responsibilities:

• Responsible for providing day-to-day support for all facilities, reception, maintenance and food service needs in the office
• Maintain reception area; greet and direct visitors and manage guest access with the building
• Answer main phone line and direct calls and messages as needed
• Provide ongoing administrative support to office staff as needed, including travel booking, expense reports, calendar and meeting management, etc.
• Purchase, stock, and organize all groceries in kitchen; maintain lunch food ordering system
• Maintain office furniture, equipment and general cleanliness and order in the office
• Arrange hospitality, events and holiday gifts & cards
• Arrange charity events/collections in the office
• Maintain conference rooms to ensure proper set up and resources; set up conference rooms for company events and meetings
• Maintain office supplies, including routine restocking of fax machines and printers
• Act as a liaison to building property management
• Act as a Safety Officer and Fire Marshal for the office; ensure that emergency and safety procedures are followed
• Assist Office Manager with maintenance of new employee onboarding processes
• Collaborate with IT on maintaining mechanical, engineering and power systems for the office
• Manage taxi accounts and escalate issues to Office Manager and Finance team as appropriate
• Provide first aid care for the office as needed
• Sort and distribute incoming mail and packages
• Run errands outside of office as assigned

Skills & Experience Required

• Proven track record in administrative or facilities management experience required
• Strong computer skills, including proficiency in Microsoft Office (Word, PowerPoint and Excel)
• Good standard of education
• Must be self-motivated and able to successfully perform tasks independently with minimum supervision
• Excellent interpersonal and communication skills
• Strong work ethic and team player attitude; willingness to help team members as needed
• Must demonstrate flexible working manner to meet changing business needs
• Ability to work under pressure
• Strong problem solving abilities