Head Office Coordinator

Overview

We are seeking an exceptional and people focussed Office/Client Service Coordinator. This role will be the front of house for the whole organisation, responsible for delivering excellent client services and creating a positive first impression when clients attend the office in person or make contact via the telephone or other channels.

The incumbent will ensure the smooth day-to-day management of our Head Office in partnership with fellow Senior Administrators.

The successful candidate will be friendly, approachable, and passionate about delivering an exemplary service to clients.  Excellent communication skills are essential, through listening carefully, understanding the client, and responding clearly and effectively.

Qualifications

Essential Requirements

• Previous experience in a customer/client facing role providing an exemplary service
• Experience of supporting Directors/Senior Professionals with their requirements
• Experience managing services and administration from a larger office
• Familiarity with office management systems and software
• Knowledge of telephone switchboard systems
• Experience of handling difficult situations
• Knowledge of data protection and confidentiality practices
• Ability to engage with senior stakeholders and manage service delivery
• A working knowledge of Microsoft Office and other packages

Desirable

• Professional qualification in administration or customer service (e.g., NVQ)
• Experience of managing the operations in a Head Office on a day-to-day basis
• Experience in professional services or similar
• Experience of managing office improvements such as meeting room facilities
• Experience of leading on and coordinating office audits including Health and Safety

Responsibilities

• Provide and coordinate an exemplary client experience for visitors to our Head Office and those interacting with the office.
• Provide full support to Executive Team of Directors, including but not limited to coordinating executive meetings and other administrative duties
• Coordinate the incoming calls across for the company using the virtual telephone system to ensure calls are answered efficiently.
• Manage the rota for covering client service duties whilst absent or when volumes are high.
• Manage all office equipment including photocopiers and franking machines.
• Coordinate and deliver all bulk mail-outs in liaison with the Contracts Manager or other senior colleagues.
• Liaise with the property management company and take ownership of any property matters such as utility failures, maintenance, fire evacuations etc.
• Work with the Corporate Director to implement enhancements to the Head Office including meeting facilities.
• Coordinate all incoming and outgoing post/deliveries.
• Coordinate Health and Safety for the office including annual audits and day to day activities in liaison with the Audit and Compliance Manager.
• Support the Bid Manager with mailboxes and document management.
• Manage the First Aid procedures for the office and coordinate the first aiders and fire marshals.
• Facilitate the set up and distribution of IT equipment
• Manage the contract with the cleaners and service delivery.
• Manage procurement for the office including office supplies and IT equipment
• Coordinate the archiving process.