Office Coordinator (Part Time)
MISSIONThe Office Coordinator provides general facilities and administrative support, aiding in the efficient day-to-day operation of the team and the achievement of business goals.
RESPONSIBILITIESReporting directly to the Office Manager (UK), you will be responsible for providing a high level of support in a busy business environment indicated below with equal priority:
Meets and greets clients, customers and visitors.
Manages the Parking Lot agreements with the landlord.
Compiles & submits for approval Monthly Concur Facilities/Shared Services Credit Card expenses for accounting within 1 week of receiving statements from accounting (approximately 28th day of each Month).
Supports the invoice management for the German Entity according to the agreed process with Finance and Accounts Payable.
Order local courier services.
Assists with new hire onboarding re: washroom locations, Vehicle data collection and providing Facilities tours, and other location specific tasks.
Manage all catering requests & follow-up with initiator so requests are in approved status prior to ordering / delivery / distribution / clean-up of requested catering.
Maintains inventory levels and orders supplies (this includes office supplies, office equipment; and tracks this against Concur). Takes care of audio/video conference equipment in meeting rooms. Collaborates with local IT on related technical issues.
Act as receptionist; responds to incoming calls on the general business number as needed.
Provide administrative support and respond to general inquiries and requests for information.
Under the direction of the Office Manager, assists with office moves, layouts and desk setups for new hires, contacts building maintenance when required.
Assist staff in minor office moves or shared resource relocations.
Assume all responsibility in managing all Catering supplies.
Lead on all janitorial supplies ordering & verifying.
Ordering staff Business Cards.
Coordinate service delivery of Coffee, Teas, fruit, Milks (scope as agreed separately) & report any equipment failure issues in kitchens.
Maintain & update new hires Name plates
Coordinate the ordering and maintenance of contracts of employee mobile phones (where eligible)
Printer repairs, cartridge & toner replacements. Old Toners & containers recycling.
General office duties including whiteboards & tasked by your supervisor.
QUALIFICATIONS
Education: Some post-secondary education in office services - Bürokaufmann/frau or similar
Native proficiency in German, and a minimum of C1 proficiency in English
Experience: 2-3 years minimum working in an office environment
Skills: Strong attention to detail, Excellent interpersonal and telephone abilities; excellent written and verbal communication; Intermediate to advanced Word and Excel; detail oriented; excellent judgement, time management and follow through
Ability to handle confidential and sensitive information
Highly organized with the ability to multitask and meet deadlines
Required to deal with frequent interruptions and multiple deliverables
Strong interpersonal skills and the ability to work with employees and visitors at all levels
Ability to represent oneself in a professional manner in all dealings
Knowledge of standard office equipment including telephone systems, photocopiers and fax machines
May require lifting of supplies and materials, moving of desks and other general office labor
Must be eligible to hold security clearance