This is a fantastic opportunity to excel as a key coordinator in our organization.
We are seeking an extremely organized and customer-focused professional who can manage day-to-day operations, provide support to other team members and handle client interactions.
Main Responsibilities:
1. Facilities Management:
* Maintain the smooth daily functioning of our locations.
* Coordinate maintenance, repairs and inventory management with suppliers and tradespeople.
* Monitor stock levels and oversee cleaning teams for high safety and hygiene standards.
* Manage meeting rooms, calendar, setup, on-site assistance, turnover, stock and catering facilitation.
* Interact with building technology such as access control, phone systems, IT and printers.
2. Client Interaction:
* Build direct relationships with clients from initial contact to ongoing support.
* Conduct building tours, manage client onboarding, office setups and offboarding processes.
* Provide first point of contact for client queries and support requests, escalating to management when necessary.
* Meet and greet clients and their guests while ensuring compliance with health & safety and fire safety regulations.
3. Cross-Departmental Support:
* Offer essential support and cover to front-of-house and mailroom staff.
* Greet and manage clients, visitors and walk-ins as primary contact.
* Handle mailroom duties like sorting, distributing and dispatching daily mail along with managing deliveries, collections and outbound items.
* Provide general office administration and support to internal teams as needed.
Requirements:
* A highly customer-centric candidate with minimum 3 years administrative experience.
* Experience in facilities management is desirable.
* Organized, resourceful and comfortable working independently.
* Navigating and remaining calm in pressurised or time-sensitive situations.
* Prioritizing, scheduling and multitasking in a fast-paced environment.
* A natural eye for detail and accuracy.
* A strong sense of ownership and ability to follow tasks through to completion.
* Comfortable supporting client needs and engaging new people.
* Proficient in working with various technologies including hardware (comms room, phone system, data connectivity, scanners, printers) and cloud-based systems (CRM, Outlook, Teams, Microsoft tools, cloud-based team management and database platforms).
* Excellent written and verbal communication skills and fluent in English.