Reporting to the HR Operations Manager, the Office Co-Ordinator role is to deliver a supportive service to the Business Support Function. The incumbent shall fall under the HR Operations team assisting with the smooth running of the Business Support Function. 

Key Responsibilities:

The main duties of an Office Co-Ordinator shall include the following:

• Liaising with Security Officers
• Daily checks and logging of office keys and visitor access passes.
• Providing update lists of employees for security purposes. 
• Reception cover: Replacing security officers when they need a break and assisting as required.

• Office Access
• Server room access report: identifying any non-authorised access attempts.
• Headcount: Emailing report daily to Head of People & Operations.
• Access cards: Management of employee access cards (creating & auditing).

• Logs
• Hardware inventory: recording all loans to employees & carry out audits of inventory. 
• Contractors: Logging attendance of various contractors (maintenance, H&S related). 

• Purchasing
• Office Supplies: Ordering supplies such as kitchen essentials, toiletries, stationary, amongst other things, from onboarded suppliers.  
• Onboarding Suppliers: researching and communicating with new suppliers with regards to new requests. 
• Purchase Requisitions: Creating PRs for suppliers and other teams within the support function.
• Stationery: Giving out stationery to colleagues on demand, checking stock regularly and placing orders to replenish.
• Invoices: Checking invoices against orders received and scanning for finance.

• Events & Hospitality
• Events: Booking meeting rooms, checking requirements are made available on the day of the day of the event.  
• Ordering of required supplies for upcoming event. 
• Catering: Booking catering, checking order on site, placing items where required, creating purchase requisitions for the event.
• External venues: Booking of external venues (i.e., restaurants), checking for dietary requirements. This may require after hours communications when venues are only available in the evenings and onboarding of new venues.
• Taxis: Booking taxis/transport for visitors.

• Office Daily Management 
• Receiving & managing post.  
• Couriers: Booking courier services for shipment, obtaining quotations for shipping, liaising with supplier, and preparing paperwork accordingly. 
• Monthly office checks: Checking all floors, bathrooms and kitchens, ensuring that all areas are clean and orderly.  
• Checking all meeting rooms are fully equipped with markers, ensuring that meeting rooms and whiteboards are clean.  

• Additional Tasks
• Marketing store: preparing and handing over company gifts to employees. 
• Checking and distributing of company benefits (such as weekly fruit order).
• Printing: Printing, laminating, and binding as required.
• Starter packs: Assembling bags with new joiner gifts for security to hand out with each new joiner laptop.