OFFICE CO-ORDINATOR / ADMINISTRATOR

Our client is an award winning creative agency that does events, design, and digital. Our sister company creates content that connects audiences to brands. Operations roles encompass support for both companies.

The ability to use Procim, Word, Excel and e-mail to a high standard is essential, as well as knowing how to use common software packages like PowerPoint.

OPERATION ROLES

The role of the Office Coordinator is to provide administrative support. The individual will be administratively sound with an eye for detail, physically fit, with a hands-on approach, as well as having a flexible attitude and interest to learn and develop their skills and knowledge.

Reports to: Chief Operating Officer

At this level, the individual should be able to:

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  communicate well, building relationships internally and externally i.e. with colleagues, freelancers, suppliers

  
  


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  organise their time and be able to structure tasks

  
  


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  use Procim, Excel, Outlook, Word, PowerPoint, Google Docs

  
  

KEY TASKS OF THE OFFICE COORDINATOR

1. 
   

   Brand

   
   

At this level, the individual should be able to:

1. 
   

   Organisation

   
   

At this level, the individual should be able to:

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  respect their colleagues and suppliers and be a reliable team-player

  
  


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  communicate clearly with all colleagues

  
  


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  flag up any critical issues to senior managers

  
  


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  secure respect from colleagues

  
  


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  take a proactive approach to introducing new ideas to the Operations team

  
  


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  coordinate and own a database of suppliers for office requirements eg couriers, stationery providers

  
  


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  provide support on the telephone network in the office, set up of systems, arranging conference calls, maintaining phones

  
  


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  provide administrative support as required: managing all the post, arranging couriers doing POs in advance, taking meeting bookings, keeping stationery stocks up to date, maintaining NDA files

  
  


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  maintain the company travel log for the travel insurance requirements

  
  


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  hold the emergency contact file

  
  


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  record all holiday, sickness and lateness and provide data for monthly reporting

  
  


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  act as receptionist for the company – greeting visitors personally and on the telephone

  
  


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  liaise with the landlord over maintenance issues

  
  


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  manage office organisation including tidying, recycling and keeping the fridge clean appropriately

  
  


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  manage deliveries to the office

  
  


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  be resident’s First Aid Officer

  
  


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  maintain a tidy and accessible store area for all office held items, laptops and cameras, logging all items in and out

  
  


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  arrange, organise, communicate and record all social activities to employees and where applicable, other stakeholders such as contractors or clients, in a timely manner

  
  


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  contact list and present management for client Christmas gifts and cards as well as staff birthday and celebration presents

  
  


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  event organisation for Christmas and Refuelling

  
  

3.0 Operations

3.1 Project accountability

At this level, the individual should be able to understand the job process and:

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  complete time sheets on a weekly basis

  
  


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  understand the importance of time management and manage their own time

  
  


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  contribute to management information reports every month

  
  


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  ensure all work is filed in the most relevant place

  
  

3.2 Financial accountability and Procim:

At this level, the individual should be able to:

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  help negotiate with external bodies to obtain sponsorships and/or funding and to take other action to ensure the on-going strength of the company’s fund raising efforts though its CSR initiatives

  
  


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  manage office supplier accounts e.g. telephones, stationery etc

  
  

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  obtain 3 quotes, compare and recognise when to negotiate with suppliers

  
  


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  ensure new supplier accounts and BF payment terms are set up ahead of time

  
  


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  understand the difference between margin and mark up

  
  


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  manage purchase orders and invoices efficiently to ensure suppliers are paid promptly

  
  


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  understand the company credit card procedure and complete the relevant paperwork

  
  


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  work towards agreed profit margin at outset on all jobs

  
  

3.3 Company accountability

At this level, the individual should be able to:

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  understand and adhere to company policies including holiday, TOIL, working from home

  
  


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  ensure expenses claims are submitted within 4 weeks of the expense

  
  


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  follow and comply with structured filing systems

  
  


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  have a pro-active positive approach in adopting BF processes to ensure smooth running of the company

  
  

3.4 Communication

At this level, the individual should be able to:

3.5 Software Skills

At this level, the individual should be able to use the following packages:

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  Procim

  
  


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  Excel

  
  


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  Outlook

  
  


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  Word

  
  


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  PowerPoint

  
  


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  Google docs

  
  

1. 
   

   Client Servicing

   
   

At this level, the individual should be able to:

1. 
   

   Product

   
   

At this level, the individual should be able to:

Please apply in confidence by attaching a copy of your CV and one of our consultants will contact you shortly to