Receptionist & Office Coordinator

Job descriptionReceptionist/Office Coordinator 35-40k Tottenham Court Road - full time in office 9:00 - 5:00 Permanent Key Responsibilities: · Deal with all general office facilities matters and office queries, working closely with COO and broader team. · Ensure office is running effectively on a day-to-day basis. · Manage the switchboard, all incoming calls (including forwarded calls), handle general enquiries. · Receive and greet clients and guests, serve drinks. · Manage meeting rooms and make room bookings, make sure the rooms are clean between the meetings. · Distribute incoming mail, managing outgoing mail, dealing with deliveries, liaising with couriers, and capturing these on the database. · Oversee all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested. Plan and coordinate office moves. · Point of contact for all suppliers and external providers of services, the landlord team, building manager and building reception staff, managing security building passes to access building. · Manage office operations budget, including processing invoices and liaising with Finance team. · Implement and maintain Health & Safety policies and procedures such as PAT testing, fire marshal and first aid training and processes. · Be solely responsible for maintaining all carbon file records in efficient order. Ensure all information is stored securely, in compliance with personal data protection regulations and available to relevant members of staff when required. · Manage office supplies: · Ordering and coordinating the delivery of office supplies in a timely fashion, anticipating, and making sure there are no shortages, including letter headed paper, compliment slips, business cards, corporate brochures. · Order branded items such as water bottles, backpacks etc. and preparing 'welcome swag pack' for new joiners. · Receiving deliveries and office orders, including weekly food delivery. · Requisitioning of all office consumables, i.e., general office stationery, toners for printers/photocopiers, coffee and water supplies etc. · Mail and ship packages; and update contacts database and employee lists. · Manage and coordinate meeting room bookings, ensuring that the rooms are kept tidy, and facilities are in working order. · Arrange transport and accommodation when required for colleagues traveling from other offices and negotiate travel rates and suppliers. · Take ownership of the office birthday log and arranging cakes for monthly birthday celebration. · Arrange and coordinate lunch/breakfast for internal and external events when required. · Support HR team with arranging meeting rooms for various events, onboarding and offboarding processes. · Supporting the EMEA Chief of Staff, with his duties when it comes to all matters regarding IT and Comms. · Order and maintain list for IT equipment such as keyboards, screens etc. · Assist the Marketing & HR teams with organising the staff events throughout the year. · Liaise and communicate with US & other regional office managers for knowledge sharing and coordination. · Provide general support to visitors - internal and external. Knowledge, Skills & Abilities: · Knowledge of Microsoft office (in particular, Word, Excel, Power Point) and Apple package as an advanced user of all applications. · Possess relentless attention to detail and impeccable organisational skills. · Strong clients focus and ability to deliver excellent client-service. · Thrive in a fast-paced, entrepreneurial culture and manage multiple and shifting priorities. · Proactive attitude and able to take initiative and offer ideas. · Able to match/flex personal response to each individual and business situation. · Ability to build effective working relationships within the business at all levels and with external suppliers. · Excellent interpersonal and time management skills. · A fast learner who enjoys being challenged and doing new things. · Logical in their approach and finds solutions to resolve problems in a calm and prompt manner. Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer. By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.