Office Coordinator

London, UK
£20,000 pa

The Office Coordinator will report directly to the HR & Business Services Manager (HRBSM) at Amsphere headquarters. The main purpose of the role is to support the HR & Business Services Manager, as well as the Central Services department with day to day administrative activities as well as ad hoc tasks. 

Responsibilities include but are not limited to the following:

General Office Administration

  • Support the Company in all general administrative tasks such as photocopying, scanning, binding, printing, filing
  • Be a first point of contact for general staff enquiries
  • Reception duties: answer phones and enquiries (pre-screened by outsourced reception provider), meet and greet clients, book meeting rooms, organise refreshments, take all incoming phone calls, accept/record and distribute deliveries
  • Handle incoming and outgoing post, order postage-related stationery (eg stamps, envelopes); order couriers on request
  • Take care of business cards and other branded material orders
  • Plan schedules, organise and book meetings as and when required
  • Help out with the diary management of Directors and senior Colleagues and assist them when requested
  • Manage office access security and keep a record of visitors
  • Notify building reception about visitors or any other requests/arrangements.
  • Make sure there are enough office supplies and purchase/order them if necessary: stationery, occasional supply items requested by staff, etc.
  • Look after the office environment, ensure it is presentable and suggest improvements where possible
  • Assist in looking after Health & Safety and regulatory compliance in the office
  • Organise national as well as international travel and accommodation arrangements in compliance with related policies; deal with travel-related suppliers and enquiries
  • Organize/host parties and corporate events; take care of purchasing birthday cards and cakes
  • Liaise with and support other departments including Finance, HR and Infrastructure
  • Ad-hoc duties as suggested by HRBSM

Infrastructure support

  • Daily monitoring of internal IT support email address
  • Dealing with and/or distributing support requests internally or to IT provider
  • Coordinating support tickets between staff and IT supplier as required
  • Ownership of IT assets and the storage/distribution thereof
  • Maintain and update asset register

HR Administration

  • Resourcing: liaise with managers regarding recruitment requirements, advertise, liaise with agencies, shortlist CVs, arrange interviews, recruitment administration, maintain recruitment tracker, offer paperwork, induction
  • Administration: support the HRBSM and hiring managers with any required documentation, letters, reports
  • Deal with new joiners and leavers, ie set up/retain equipment, office facilities etc
  • Involvement in HR and people initiatives as required, ie performance review management, surveys
  • Build and maintain strong relationships with employees and management
  • Other administrative tasks as suggested by HR department (eg absence administration, etc.)

To apply, please submit your CV and Cover letter to