Office Coordinator (18-Month Contract)

The Office Coordinator will be responsible for ensuring the smooth operation of the office environment and providing administrative support to the senior leadership team. This role requires excellent organizational skills, the ability to manage multiple tasks simultaneously, and strong communication skills to liaise effectively with internal teams and external partners.

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Key Responsibilities

• Provide front of house support: greeting visitors, managing meeting rooms, refreshments, and IT setup.
• Manage the diary, arrange and coordinate meetings for the senior leadership team.
• Book travel and accommodation, and manage travel itineraries.
• Order and maintain office and catering supplies.
• Coordinate courier bookings and manage incoming and outgoing post.
• Liaise with suppliers, contractors, maintenance partners (cleaners, gardeners, plumbers, builders, etc.) to ensure smooth facility operations.
• Maintain the office environment, including supplies, subscriptions, and quality standards.
• Support financial administration, including processing invoices and purchase orders.
• Ensure office safety and compliance, including building system testing and first aid coverage.
• Take a lead role in supporting the upcoming office move to the AMCS UK office.
• Coordinate company events and activities, including occasional out-of-hours work when necessary.
• Manage the pool car process and maintain first aid kits and first aid coverage.

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Skills and Competencies

• Highly organized and recognized as a reliable ‘go-to’ person.
• Ability to self-manage, prioritize tasks, and handle conflicting demands efficiently.
• Tactful, calm, and effective communication with internal and external stakeholders.
• Highly motivated and passionate about maintaining a positive and productive working environment.
• Proficient in general IT skills with confident use of Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong numeracy skills and excellent attention to detail.
• Excellent written and spoken English.
• Strong communication and interpersonal skills.

Experience and Qualifications

• Proven experience as an Office Coordinator or in a similar administrative role.
• Experience working in a fast-paced environment.
• Good knowledge of facility operations.
• Familiarity with office equipment, security systems, and safety regulations.
• Willingness to learn about office safety regulations if not already knowledgeable.