Office Coordinator

The role:

We are seeking a highly organized and detail-oriented Office Coordinator to join our team. The Office Coordinator will play a pivotal role in ensuring the smooth operation of our office environment. Reporting directly to the Office Manager, the ideal candidate will be proactive, resourceful, and possess excellent communication skills. This role offers the opportunity to contribute to the efficiency and effectiveness of our workplace, supporting various departments and facilitating collaboration across the organization.

The Office Coordinator will report directly to the Office Manager and collaborate closely with other members of the HR team and various departments within the organization.

Responsibilities:

• Administrative Support: Provide administrative assistance to the Office Manager and other team members as needed, including scheduling meetings, managing calendars, and handling correspondence.
• Facilities Management: Oversee the maintenance of office facilities and equipment, coordinating repairs and ensuring a safe and comfortable working environment for all staff.
• Office Operations: Manage office supplies inventory, ordering, and distribution, ensuring adequate stock levels and cost-effectiveness. Handle incoming and outgoing mail and packages.
• Event Coordination: Assist in the planning and execution of company events, meetings, and conferences, including venue selection, catering arrangements, and logistics coordination.
• Vendor Management: Liaise with external vendors and service providers, negotiating contracts, and monitoring service quality and compliance with agreed-upon terms.
• Document Management: Maintain and organize digital and physical filing systems, ensuring accuracy, confidentiality, and easy retrieval of documents and records.
• Onboarding Support: Assist in the onboarding process for new hires, preparing workspaces, coordinating training schedules, and providing logistical support as needed.
• Communication Liaison: Serve as a point of contact for internal and external inquiries, providing information and directing requests to the appropriate departments or personnel.
• Ad-hoc Projects: Undertake special projects and assignments as directed by the Office Manager, contributing to the continuous improvement of office operations and efficiency.

Requirements:

• Proven experience in an administrative or office support role, preferably in a fast-paced environment.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines effectively.
• Excellent interpersonal and communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Attention to detail and a commitment to maintaining confidentiality and discretion.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Flexibility and adaptability to changing priorities and responsibilities.