Office Services Coordinator / Facilities Assistant

Hours: Full time 09.00 – 17.00 – Full time in the office

Based in Marylebone

Paying £32-£35K

Our client is an African foundation with one focus: the critical importance of governance and leadership for Africa. It is our conviction that governance and leadership lie at the heart of any tangible and shared improvement in the quality of life of African citizens.

Based on Reception full time ,they want someone who is flexible with role to take on more (IT go to person, facilties, H & S) but also more basic tasks but equally has the confidence, pro-activity and professionalism to contact cleaning companies for comparisons of charges, same with other external suppliers to ensure they’re getting value for money.

Receptionist / Office Services Coordinator

Job Summary:

Role involves co-ordinating office services and environment, providing administrative support and working in close collaboration with the Administration Team.

Reception:

• Booking meeting rooms
• Advising ground floor reception of guest names using Bluepoint Visitor Service
• Meeting/greeting visitors and offering refreshments
• Keeping meeting rooms tidy and prepared for meetings
• Ensure equipment in Board Room for virtual meetings functioning correctly
• Arrange catering for meetings
• Answering main phone number/taking messages

Administrative:

• Monitoring stationery and printed stationery supplies and placing orders.
• Keeping kitchen tidy and well stocked, ordering kitchen supplies including Nespresso capsules
• Arranging overseas and UK couriers, booking cabs, recycling collections
• Assist with travel when required - booking flights, trains, processing visa applications
• Taking photocopier meter readings, ordering toner, arranging engineer visits, keeping copiers stocked with paper, emptying shredder.
• Assist with printing, collation and binding of documents including board papers
• Assist with checking and paying invoices. Arrange invoice authorisation, reconcile credit card statements and petty cash
• Provide support/cover for admin team during holidays and additional support as and when required
• Issue building security passes and maintain log of cards issued

Facilities:

• Carry out internal office moves
• Purchase furniture, office equipment purchase
• Ensuring smooth running of office environment including, lighting, heating, air-conditioning, cleaning, to ensure a safe, comfortable place of work.
• Liaise with Building Manager/Ground Floor Reception on issues relating to security, car parking, maintenance of common parts etc. Attend Tenants’ meetings.
• Monitor and review contracts with cleaning company, stationery supplier etc to ensure good service and value for money
• Review contracts with external suppliers
• Ensure smooth running of telephone and IT systems, prepare list for weekly visits by IT consultant
• Liaise with mobile phone agent for repairs and contract renewals.
• Manage IT services with external service provider
• Maintain Health and Safety Policy