Workplace Coordinator

Workplace Coordinator

30,000

Angel

An interesting and varied opportunity with our client a Media, Film and TV Production company based in central London.

You will represent the business and be a key coordinator in all aspects of business operations reporting to the Head of Operations.

This will require a competent, positive can-do personality, super professional as this role would be amazing in its scope, growth and the amazing

Offices and people that make this Production company one of the best in the world of entertainment.

Responsibilities are across the following:

Front of House

• Providing excellent customer service at all times and promptly resolving any queries from clients and visitors in a seamless manner.
• Ensuring all persons including clients, Partners, team members, contractors visiting the office are welcomed with a positive and friendly courteous maintaining good communication at all times, being first point for inbound calls
• Working on a rotation of 8:30am-5:30pm or 9am-6pm you will be the point of contact for all office related queries and activities.
• Creating an inviting reception space to welcome all guests with the right ambience.
• Ensuring all calls are screened and directed to the appropriate department/person taking accurate written messages.
• Monitor meeting room calendars and support any queries relating to meeting room availability and set up.
• Maintaining relevant documents and reports including circulating key updates to the wider business when required.
• Develop, manage, and continuously improve internal systems and procedures to boost efficiency and organization.

Hospitality & Events

• Daily meeting room setup, coordinating refreshment and catering where required
• Ordering and hosting special events and growing a professional hospitality service to all our guests.
• Assist the Operations team with organizing company events from on site socials to off site celebrations, our annual Christmas and Summer parties,
• Managing all stock, storage and delivering a varied assortment of healthy snacks and treats to complete the afternoon snack cart run.

Office Administration

• Ordering of all stationery, monitoring stock levels, ensuring office supplies are sourced ethically and within budget requirements.
• Daily walk throughs of all office space to ensure the high standards of housekeeping are maintained and working closely with the cleaning operatives.
• Manage office rota schedules for both permanent employees and freelancers to ensure adequate desk space and storage lockers are available
• Managing the general Help desk/Admin redirecting and resolving requests effectively.
• Liaising with cleaning operatives, security teams and service providers to ensure a positive and efficient service is created.
• Booking couriers as and when required to support the wider business needs
• Managing orders within budget lines relating to the operational services provided
• Involvement in office moves and storage management.

Security

• Manage the access control system including registration of all new starters, visitors and contractors.
• Monitoring usage, stock control and reporting any technical and security related issues to the correct team to resolve.
• Review out of hours activity and report any issues to the Facilities Manager.
• Control of all access doors into the building for daily visitors and deliveries.
• Working with our evening Security operatives, coordinating any deliveries or contractors out of core office hours that require approval to access the space.
• Maintain a positive working relationship with the wider Estate team, relating to shared loading bay, logistics and security updates.
• Key management and ensuring all key control and access are logged correctly.

Health & Safety

• Be the lead for the office in the event of a building evacuation and follow the evacuation procedures.
• Complete weekly fire alarm panel testing and follow company and landlord protocol.
• General audits relating Fire Safety/First Aid Maintenance issues
• Respond quickly to emergencies that may arise and deal with them appropriately through the correct channels
• Oversee day-to-day operations of the office space, ensuring general housekeeping standards are maintained to provide a clean and safe environment to support productivity in a positive working space
• Escalating any issues relating to Health & Safety, Fire Safety and Maintenance to the Facilities Manager.

You will need to have

• Excellent organizational and time-management skill
• Knowledge of Google Workspace, Microsoft Office (Word, PowerPoint, Excel, Outlook)
• Ability to prioritize tasks, work under pressure and possess a problem-solving approach.
• Attention to detail with a continual desire to enhance the service and in house experience
• Good team working skills and confidence to stay motivated.
• Ability to manage your workload.
• Strong interpersonal skills and comfortable communicating with all levels from supply chain to partners to VIPs.
• Able to demonstrate experience in a front of house or client services role.

May & Stephens Ltd is acting as an Employment Agency in relation to this vacancy.