Office Coordinator

Job Purpose:

The Office Coordinator provides comprehensive support to the daily processes and business operations of our fast-paced organisation. 

Duties and responsibilities

Administration and office security protocols:

• Ensure day to day administrative tasks are completed in a timely manner
• Answer and direct calls as appropriate to the relevant team
• Arrange and document courier collection and deliveries
• Support HR and business operations with new hire onboarding including office tours and arranging access passes.
• Greet and check in visitors, adhering to office security procedures
• Comply with emergency out of hours office procedures, maintaining accurate records
• Liaise with building management to allow access as required

Events:

• Assist with in-house events: both internal and external events
• Arrange external catering and provide support in-house as and when required
• Ensure ad hoc meeting requirements are fulfilled as directed: printing, AV equipment, refreshments, room set up etc.

Vendor Relationships:

• Source external vendors and contractors and maintain strategic relationships with them to ensure optimal cost, compatibility and efficiency for the business
• Ensure equipment, repairs and maintenance are resolved in a timely manner, to a high standard
• Manage the ordering and maintenance contract for workplace coffee facilities, ensuring ordering and service level agreements are adhered to
• Manage relationship with the building management team, escalating any issues that arise and ensuring access to the building is granted as required
• Responsible for overseeing the daily cleaning of the office and ensuring all works completed are to a satisfactory standard
• Responsible for maintaining overall appearance and presentation of the workplace, including reception area, meeting rooms, plant displays and kitchenette areas.
• Oversee office facilities, ensuring all are in good working order
• Coordinate repairs with building management and contractors
• Handle issues and tasks on behalf of Director of Business Operations and other department heads

Health and Safety:

• Manage health and safety compliance: workplace safety, fire safety and related procedures
• Responsible for overseeing first aid and ensuring accident reporting protocols are followed
• Manage and schedule planned preventative maintenance (PPMs), updating records of works as appropriate
• Conduct relevant risk assessments as required
• Be the main point of contact for office employees: welfare and general day to day management of employees, escalate any matters to the appropriate department as required
• Maintain H&S records and ensure good practice is in place and adhered to
• Create and maintain an overview of annual mandatory requirements for all health and safety aspects of the workplace

Accounting:

• Review and approve office purchases and services.
• Invoice reconciliation and approval.
• Responsibility of overseeing corporate credit card for office-related purchases and retrieving invoices for finance processing.

Qualifications:

• 3+ years of administrative office management experience
• Post-Secondary education is preferred
• Ability to speak and write Swedish and English fluently and possess excellent interpersonal and communication skills with excellent telephone etiquette
• Proficient in Microsoft Office applications (Word, Excel, Access, PowerPoint & Outlook)
• Good judgment to proactively and independently solve problems and make decisions
• Exceptional time-management, organizational, and prioritizing skills with great attention to detail
• Strong work ethic with a willingness to multi-task and be flexible to take on varied responsibilities
• Ability to exercise tact and discretion, and can be entrusted with confidential information
• Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning
• A friendly, “can-do” attitude and customer focused approach