Office Coordinator

We are seeking a highly motivated Office Coordinator to join our new London office! This is a 4 day / week opportunity, working on site Mondays Thursdays providing exceptional administrative support to our team. Focused responsibilities include Office Management, Event & Remote Support, Health & Safety Management and Accounting Support. Essential Functions Office Management (55%)

• Greeting of clients / guests / visiting staff with warmth and professional courtesy
• Notifying relevant staff when their guests have arrived, and / or escorting guests to the meeting room
• Ordering, accepting and setting up catering orders, especially in regards to the office all-hands meetings
• Accepting and distributing company mail and packages
• Meet regularly with IT to discuss office status and IT updates
• Coordinating with IT and HR to assist with the onboarding of new hires, primarily booking the new hire a desk and directing them to the relevant rooms for training
• Preparing building / office IDs for all staff in coordination with the building staff, via NextGen
• Assisting EAs with conference room setup as necessary
• Maintaining and organizing a supply of milk & coffee in the kitchen
• Maintaining and organizing Trinity-standard office supplies
• Working with building staff and vendors on repairs and maintenance, including items like furniture, appliances, and general office structures like walls & doors
• Handling requests submitted through the Facilities ticketing system, including but not limited to :
• Processing business card requests for all locations
• Preparing FedEx labels for any location
• Remote assistance for other office support & maintenance when possible
• Assisting with tracking office attendance / usage metrics
• Assisting the Facilities & Office Manager on other Facilities-related projects as necessary (examples include coordinating moves & installs, researching new vendors, etc)
Event & Remote Support (25%)
• Assisting with on-site event coordination, including room setup & decoration, ordering food, and coordinating with IT on any AV requirements
• Assisting with investigating venues and planning for London EOY celebration
• Support with printing and shipping (ex : for career fairs, large company trainings, etc)
Health & Safety Management (10%)
• Take point on London office health & safety requirements, including but not limited to :
• working with vendors for any physical on-site requirements (e.g. signage, providing fire extinguishers, etc)
• taking additional trainings pertaining to health & safety topics (e.g. first aider training, acting as fire warden, etc)
• keeping compliance logs up-to-date
Accounting Support (10%)
• Tracking budgets for kitchen & office supplies, including adjusting orders and or / notifying relevant parties when budgets are strained, and making recommendations for mitigating costs
• Assisting with coding & receipts for Facilities-related orders & charges on LT corporate cards
  
  1-2+ years of prior office coordinator experience
• Solid experience to identify, analyze, and solve problems with creative solutions
• Skilled and experienced in organization and time management
• A self-starter willing to take the initiative and ownership of the office space
• Desirable : Qualified First Aider / Fire Warden
Knowledge & Skills Requirements
• Proficiency in Microsoft Office Suite, incl. Teams
• Excellent written and oral communication skills
• Easily and professionally interacts with varying staff seniority levels
• Accurate, detailed, and organized
• Ability to work both individually and on a team, as this job requires both on-site and remote coordination
• Solid judgement and discretion in relation to sensitive / confidential information