Office Services Coordinator

OVERVIEW:
Guidepoint is a leading research enablement platform designed to advance understanding and empower our clients’ decision-making process. Powered by innovative technology, real-time data, and hard-to-source expertise, we help our clients to turn answers into action.

Backed by a network of nearly 1.5 million experts, and Guidepoint’s 1,300 employees worldwide we inform leading organizations’ research by delivering on-demand intelligence and research on request. With Guidepoint, companies and investors can better navigate the abundance of information available today, making it both more useful and more powerful.

We are seeking a detail-oriented and proactive Office Co-ordinator to join our team. The Office Co-ordinator will be responsible for overseeing the maintenance, safety, and functionality of our facilities. This role requires working on site 5 days a week (occasional evening work to support office events or emergencies), the ability to lift and carry up to 14 kilograms, strong organizational skills, the ability to multitask, and excellent communication skills to coordinate with various stakeholders.

What YOU will own:

1. Facilities Maintenance and Coordination:
   • Coordinate and schedule routine maintenance, repairs, and inspections for all facilities, including HVAC systems, plumbing, electrical, and building structures.
   • Respond promptly to maintenance requests and emergencies to ensure minimal disruption to operations.
   • Conduct regular inspections to identify and address maintenance issues proactively.
   • Coordinate office moves, renovations, and reconfigurations, including furniture procurement and setup.
2. HR Responsibilities (included but not limited to):
   • Maintain and update employee records and databases
   • Assist with employee lifecycle processes (onboarding, offboarding, promotions, etc)
   • Support training and development initiatives
   • Assist with the administration of employee benefits
3. Safety and Compliance:
   • Enforce safety protocols, procedures, and regulations to maintain a safe working environment for employees and visitors.
   • Conduct regular safety inspections and audits to identify hazards and ensure compliance with regulatory requirements.
   • Ensure compliance with health and safety regulations, including maintaining emergency evacuation plans and first-aid supplies.
4. Office Management:
   • Oversee day-to-day office operations, including office supplies procurement, equipment maintenance, and vendor management.
   • Coordinate office events, meetings, and conferences, including room reservations, catering arrangements, and audio visual setup.
   • Ensure the office environment is clean, organized, and welcoming for employees and visitors.
5. Communication and Coordination:
   • Serve as the primary point of contact for internal and external inquiries, emails, and phone calls.
   • Facilitate communication between departments, teams, and external stakeholders, ensuring timely and accurate information flow.
   • Distribute internal communications, memos, and announcements to staff as needed.
   • Assist travel coordination for employees visiting from other offices
6. Mail and Courier Services Coordination:
   • Receive, sort, and distribute incoming mail accurately and promptly to designated recipients or departments.
   • Process outgoing mail, including preparing and labelling envelopes
   • Coordinate courier services for the timely pickup and delivery of packages.
   • Ensure proper documentation and tracking of courier shipments, including recording tracking numbers and confirming delivery.
   • Monitor and replenish supplies such as envelopes, postage stamps, and packing materials as needed.
   • Adhere to established mail handling procedures and security protocols to safeguard sensitive or confidential mail.
   • Identify and report any discrepancies, damages, or irregularities in incoming or outgoing mail items.
   • Maintain accurate records of incoming and outgoing mail, including logging packages, recording delivery times, and updating mail databases or tracking systems.
   • Assist with addressing mail-related concerns or special requests from employees or departments.
7. Space Management:
   • Coordinate office moves, reconfigurations, and renovations as needed, ensuring minimal disruption to business operations.
   • Maintain accurate records of space allocations, occupancy, and furniture inventory.
8. Budget Management:
   • Assist in the management of the facilities budget, including tracking expenses.
   • Identify cost-saving opportunities and recommend efficiencies in facility operations and maintenance.

Experience YOU will bring:

• Minimum of two years’ experience in facilities, HR coordination, property management, or related field required.
• Bachelor’s degree in facilities management, business administration, or related field is preferred but not required.
• The right to work in the UK

Skills YOU will Bring:

• Ability to prioritise tasks, work independently, and meet deadlines in a fast-paced environment.
• Strong knowledge of building systems, equipment, and maintenance procedures.
• Excellent communication, negotiation, and interpersonal skills.
• Proficiency in computer applications, including facility management software and Microsoft Office Suite.
• Attention to detail and problem-solving skills.
• Knowledge of safety regulations and compliance standards.

Working Conditions:

• Office-based position (M-F)
• Ability to lift and carry up to 30 pounds
• May require occasional evening work to support office events or emergencies.

What We Offer:

💰Competitive compensation

💊Private health insurance

💼Entrepreneurial environment, autonomy, and fast decisions

🌍 International exposure to the global Guidepoint service teams

👕 Casual work environment

🥂Summer and winter team events

At Guidepoint, our success relies on the diversity of our employees, advisors, and client base, which allows us to create connections that offer a wealth of perspectives. We are committed to upholding policies that contribute to an equitable and welcoming environment for our community, regardless of background, identity, or experience.

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