Office Coordinator

Office Coordinator 30 Hours per week

The Role

The Group Facilities team manage all aspects of the office facilities across all Juniper Group locations in the UK. It is responsible for Health Safety and environmental policies practices and service provision property management management of suppliers and external service providers of support services. Each day the team may deal with a wide range of requests and enquiries face to face on MS Teams and via the shared facilities inbox which help to ensure the smooth running of the Juniper offices. The Office Coordinator will play a key role in supporting the Group Facilities Supervisor in providing the daytoday activities of the function.

Key responsibilities and Accountabilities

• Ensure the smooth day to day coordination of the Head Office reception and office facilities across all company locations.
• Assisting with the updating of policies procedures and risk assessments to improve the overall effectiveness of the facilities function.
• Assist with the coordination of Health Safety and environmental policies and safe working practices across the company.
• Maintain a comprehensive Health Safety and facilities recording system and policy update log.
• Coordinate the provision of first aiders fire marshals mental health first aiders and water hygiene trained staff across all company locations.
• Schedule refresher training as per guidelines and ensure the training log is consistently updated.
• Gather feedback from staff training providers.
• Ensure Health and Safety requirements are communicated and implemented effectively and staff are adequately trained.
• Maintain and update the internal intranet by updating Heath and Safety information keeping insurance certificates and trained staff current and providing content for quarterly focus areas.
• Manage parking facilities at Head Office and process office booking requests efficiently.
• Administer all company storage requirements including staff lockers
• Regularly monitor stationery stock levels place orders as necessary and maintain accurate records in the log.
• Coordinate security procedures and processes regarding keys updates movement allocation and distribution as well as the issuance and management of entry passes fobs and keys across all company locations.
• Coordinate external contractors in relation to Health and Safety risk assessments across all company locations.
• Review external contractors work by obtaining feedback from site champions and investigate and appoint new external contractors as needed for upcoming contracts.
• Audit and administer supplier contracts including but not limited to cleaning security air conditioning water hygiene and waste management.
• Manage daily post distribution accurately scan incoming post and file as necessary.
• Categorise and action incoming emails in the shared facilities inbox.
• Support the Facilities Supervisor with internal and external office relocations.
• Coordinate accommodation bookings for conferences training events meetings and hotel reservations company wide.
• Coordinate external meeting venues ensuring key requirements are met.
• Order lunches and set up meeting rooms for internal meetings when required.
• Provide support for the Senior Leadership Team when required.
• Serve on the Summer Event committee actively participating in the investigation of venues and exhibitors while adhering to the budget.
• Additional adhoc duties where required.

Key attributes and competences

The successful candidate should have:

• Previous involvement in an office or facilities team environment.
• A positive outlook with a welcoming manner and a customer orientated approach.
• The ability to prioritise day to day responsibilities alongside multiple largescale projects.
• Excellent organisation time management interpersonal oral and written communication skills.
• A proactive attitude and capability to lead on tasks.
• Capable of problemsolving and maintaining composure under pressure especially in handling reactive tasks.
• Previous experience working in a fastpaced office environment.
• Someone who collaborates well within a team possesses selfmotivation and isnt hesitant to seek support when needed.
• Hold a valid clean driving licence and willingness to commute to other office locations as required.

The full time equivalent salary is 24000.00. The Pro Rated salary is 19200.00 based on working 30 hours.