Office Coordinator / Team Assistant - Luxury Skincare brand

Job Title Office Coordinator



Line Manager Executive Assistant to the MD and CEO



Purpose of Role


To manage the company's offices, storage facilities and retail premises from a facilities perspective. The company are currently in the middle of an office fit out and you would take over responsibility for this with the Executive Assistant.



Duties and Responsibilities:



Facilities management



  • Project management of office and retail fit outs

  • Put in place a test and maintenance schedule

  • Ensure that the offices are kept well maintained at all times

  • Manage the contracts and relationships with all office suppliers to include CCTV, security, utilities, entryphone system, cleaners etc.

  • Management of the company's outsourced IT provider

  • Ensure that the company has a record of all equipment issued to staff and that this is kept up to date

  • Ensure new starters have all necessary equipment ready for their first day i.e. laptops, mobile phones, entryphone cards etc.

  • To manage the return of company property from leavers

  • To manage the relationship with the company's mobile network provider

  • Continually review suppliers to ensure that we are getting best value

  • Ensure that the office is kept tidy and well presented at all times, ensuring staff have everything they need

  • Manage and maintain storage facilities

  • Look at ways in which the organisation can be more sustainable in the management of its premises, for example recycling, energy efficiency etc.

  • Ensure that there is an inventory of all office contents in place and that this is kept updated.

  • Ensure that there is an inventory in place of all items in storage. Regularly review to ensure that items that are no longer needed are disposed of appropriately

  • Ensure that the office is adequately supplied with sufficient office supplies - stationery, printer cartridges etc.

  • Work closely with the Office Adminstrator to ensure all tasks are carried out



Health and Safety



  • Ensure that all the necessary risk assessments are in place for the company's premises e. fire risk assessments and that these are carried out on a regular basis.

  • Ensure fire drills are carried out on a regular basis and that the fire alarm system is tested weekly

  • Carry out all employee risk assessments i.e. maternity and DSE risk assessments, ensuring that any necessary adjustments are made

  • Ensure the company has the required number of trained First Aiders and Fire Wardens in place

  • Maintain the company's accident book, first aid supplies etc.


Requirements



  • Good knowledge and experience of health and safety

  • Prior experience of managing office and retail fit outs to tight budgets and timescales

  • Facilities/office management experience, ideally within a luxury environment

  • Strong project management experience

  • A high level of IT literacy

  • Excellent written and verbal communication skills

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.


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To speak to a recruitment expert please contact Nikki Toumba