The Office Coordinator will be primarily responsible for the delivery of all compliance & building related issues & managing the Customer Service experience, ensuring exceptional client interaction.
The individual will manage the reception area to ensuring a consistent and smooth delivery.
They will also be multi-skilled to meet the wide and varied requirement of the role.
Working times
Operate to an average 30 hours working week, delivering services between the hours of *********** hrs Monday to Friday.
Office duties
Maintain office and health & safety records, filing
Dishwasher loading/unloading when cleaner not on site
Receive and action post-in including invoices, cheques, remittances, invoice scanning to AP and other general post
Post-out including stamps
Involved with office projects and out of scope works, eg.
Warehouse shelving, office works
Logistics support to UK and EMEA sites as required
Maintain up-to-date records on site
CBRE (office) risk assessments & DSE
Ensure building fire records up-to-date (landlord)
Fire extinguisher inspections
Fire Risk Assessments (landlord)
Euro House Fire & Emergency plan (landlord)
Testing reports re fire alarm/sensor checks/smoke heads/break glass (landlord)
Certs of analysis re water testing (kitchen tap) re Legionella, Coli/EColi/Enterococci, etc (landlord)
Fire drills (landlord)
Recording of temperature (kitchen tap) - monthly
Recording of emergency lighting tests
Co-ordinating annual PAT testing
Contractor Management
Managing and host CBRE contractors :
Quotes, PO's, WO's, invoicing, track allocated budgets
Maintaining up-to-date records : SOW, Risk Assessments, Method Statements, Toolbox Talks, contractor toolkits, QHSE policies, safety statements, insurance & service records
Carry out contractor induction/monthly cleaning KPI inspections/monitoringMonthly Reports/Checks
Workplace inspections
Unsafe acts/conditions/near miss reporting
Global Agilent KPI scorecard
Toolbox talks
First aid box checks
Opening/processing/closing of work orders and preventative maintenance work orders
Warehouse Duties
Managing deliveries/collections to Agilent warehouse and logging same in log-book highlighting anything that is WEEE waste
Dealing with WEEE and other waste (skip hire) as and when required, printer cartridge & battery re-cycling
Warehouse management and compliance - Ensure safe working environment, working with Agilent engineers and users to ensure that systems/deliveries are logged and stored effectively.
FedEx in/out - managing drop point parts delivery and collection by engineers
Couriers in/out - raising PO's, matching invoices, preparing items for shipping (Ireland/Worldwide) including customs invoices where necessary, track/trace, maintaining sufficient packaging stocks
Behaviours & competencies
Delivery of all compliance
Delivery and resolution for all building releated items
Service Delivery
Quality Standards, Image and Innovation
Planning, Prioritising and Organising
Problem Solving
Trustworthy and Discreet
Passion
Self Motivation
Team Player
Living the Brand
Customer Service
Service Excellence
Effective Interaction with Others
Communication
Continuous Improvement
Skills & experience
Strong customer services skills and experience within a high profile environment.
Present a self- image of confidence and authority to enable effective customer service delivery.
Service orientated attitude combined with a flair for pro-active problem solving to exceed customers' expectations.
Ability to easily communicate with Client.
Ability to provide services to the highest specification within a Corporate Building.
Strong team player within a Customer Service team and Service Providers.
Ability to manage service disruptions in a seamless manner via effective use of the team's resources so as to maintain business as usual activity.
Ability to motivate self and others, excellent time management and organisational skills.
Excellent computer skills and the ability to learn new software and systems.
Training & qualifications
Computer literate
Understanding the principle of warehouse/logistics control/management
Ability to deliver site compliance and all building related items.
Experience of operating within a Customer Service environment providing reception services to the highest standard.
Performance excellence
At a formal level the job holder will be charged with a number of Customer Service/relationship objectives including all compliance and building related issues as part of their annual appraisal and development plan.
At an informal level the individual will be encouraged to actively participate in the customer service and wider FM team to drive continuous improvement.
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