Office Coordinator

Ensure smooth daily office operations in a close cooperation with the site Facility Manager.

• Coordination and supervision over services as: reception, mailroom, access badge issuing, surveillance camera checking, confidential waste disposal, kitchen consumables ordering and deliveries, visitors welcoming, meeting room booking and set up, vending machines delivery, cleaning services, parking access, on boarding new employees, office small maintenance and repairs, small moves up to 10 persons.

• Administer the Facility Management Work Order management system - Service Insight; first point of contact for facilities management specific daily operational requests.

• Enable communication with Landlord facility team in the building on facilities related issues – via T115 system, mail, telephone.

• Obtain offers from relevant supplier for specific services.

• Create electronic Purchase Orders for facilities related services as instructed - Ariba-SAP system.

Follow and rigorously implement client internal procedures as instructed

• Office Coordinator will supervise the cleaning services provided by the cleaning personnel on site, performing daily visual inspections, ensure cleaning consumables and equipment is at all the time available on site.

• The Office Coordinator will also act as primary receptionist on site, list of main responsibilities described below.

Office Coordinator will coordinate the activity of second receptionist on site.

Reception Main Responsibilities:

• Serving as the primary receptionist (answering and directing incoming calls and greeting, directing and assisting visitors)
• Coordinating incoming and outgoing mail, packages, and deliveries
• Ensuring correct office records are maintained and available at all the time
• Stocking and distributing office supplies (pantry supplies, healthy breakfast, hygienic material, stationery)
• Twice per week order and arrange healthy breakfast for employees
• Making photocopies, sending faxes, contracts scanning, shredding documents as requested
• Scheduling meetings and appointments, using Resource Scheduler
• Assisting with staff on boarding process
• Coordinating the purchase and maintenance of office equipment as instructed
• Communication with building maintenance staff and service vendors
• Maintaining general office tidiness in Reception area
• Perform miscellaneous job related duties as assigned

Prepare monthly activity reports as required. List of key reports, but not limited to:

Monthly invoice structure – according to instructions
Follow up on the Cleaning plan
Weekly update of Operational tracker
Key Performance Indicator report (KPI) – front page info + content updates – end of the month
Health Safety visual inspection - end of the month
Daily Utilization report based on security S2 system export – every 3rd day of the next month for the previous month
Site Utilization Survey - on demand and as instructed – 2x per year
Security system S2 updates – on permanent basis

Prepare, follow and update QHSE logbooks

University education (Bachelor's degree)
University education (Master's degree)
Postgraduate (Doctorate)

English - Advanced (C1)

3

• Experience in outsourced service solutions to international clients preferable banking or office sector
• Experience of managing, subcontractors, vendors and different services related to office
• Experience of min. 1 year in a similar position
• Having qualification in a facilities/technical based discipline and experience of sub-contractor supervision
• Fluent in Slovak, upper intermediate English (B2)
• Experience of managing budgets
• Multitasking to be more efficient in work if he/she can take on various tasks at the same time and complete them without errors
• Organizational skills to arrange the work schedule and the mailroom in such a way that will promote their efficiency on the job
• A practical working knowledge of financial terms and principles.
• An ability to review and analyze financial data and business reports
• Excellent verbal and written communication skills
• Attention to detail and ability to work under pressure
• Ability to work in a deadline sensitive environment