PURPOSE OF POSITION:
Based in the United Kingdom, the Administrative Coordinator provides support to the different departments located in the London Executive Office (LEXO). The position requires coordinating the different aspects of office operation/administration and other services offered by corporate services.
Administrative Coordinator will report to the Global Corporate Services Manager with a matrix reporting to the location leader in LEXO.
The Admin Coordinator will be involved in the day-to-day operations for both Corporate Services and Facilities Management and will be the administration/emergency point of contact (POC) for the office.
Maintain office health and safety compliance according to Health and Safety Authority (HSA). Ensures updated security and emergency preparedness documents are in compliance for fire safety, drill evacuation/emergency action plans, first aid/CPR/AED training and other training documentation.
Oversees facilities maintenance schedule and coordination of scheduled improvements. Implements technologies necessary to enhance the facilities request for streamlining across all offices.
Provide resources for on/off-site meeting venues (periodically when there is no hosting department), provide invitation letters, maintain FOB accessibility and registry, update address group list WVIAllUkStaff and manages devotion schedule.
Event coordination for Day of Prayer, Christmas lunch and other events when required.
Works with Corporate Services Manager in creating SOP (Standard Operating Procedures) and a BCP (Business Continuity Plan).
Process annual Global Asset Verification.
Oversees renovation work, direct communication with vendors, landlords, and site facilities manager ensuring lease agreement adherence. Attends Stockley Park Tenants and Security as needed.
Sources vendors and works with procurement for purchasing or leasing of equipment and maintenance service contracts. Oversees the CS budget, payment processing through ProVision and adhere to best stewardship practices to keep in line with the annual budget. Work towards identifying cost avoidance or expense reduction opportunities and implements effective and efficient strategies that can be standardized.
KNOWLEDGE, SKILLS & ABILITIES:
5-10 years of experience in office management and administration with C-level executives.
IOSH (Institution of Occupational Safety and Health) Qualification
Be knowledgeable and show an understanding of local statutory and regulatory requirements pertaining to managing facilities safely (and its affects to LEXO).
Must be knowledgeable in basic accounting processes.
Excellent computer literacy (MS Office, Lotus Notes).
Effective communication (verbal and written) and negotiation skills.
Ability to work in cross-functional team environments as well as independently.
Ability to organise, plan and coordinate multiple projects/tasks in detail and with high sense of urgency.
Possess the ability to effectively work with all levels of management and staff and various personalities and learning styles.
Must be able to accurately interpret customer needs, assess requirements and identify solutions.
Strong organisational and multi-tasking abilities.
Ability to work responsively in a fast-paced environment and accomplish multiple tasks simultaneously.
Excellent interpersonal communication skills with the ability to build rapport with staff and senior leadership.
Able to effect and influence vendors and customers to ensure compliance and best processes for the region.
IOSH Managing Safely Certificate (Institution of Occupational Safety and Health).
Preferred Skills, Knowledge and Experience:
Good time management and prioritisation skills.
Must understand accounting processes.
Coordinating projects and office management functions.
Previous experience in this line of work.