Guidepoint is hiring a
Office Co-ordinator

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Guidepoint

πŸ’΅ ~$132k-$176k
πŸ“Internship - United Kingdom

Summary

Join our team as an Office Co-ordinator to oversee the maintenance, safety, and functionality of our facilities. This role requires a detail-oriented and proactive individual who can multitask, communicate effectively, and lift up to 14 kilograms. The successful candidate will work on site 5 days a week with occasional evening work.

Requirements

  • Minimum of three years’ experience in facilities coordination, property management, or related field required
  • Bachelor's degree in facilities management, business administration, or related field is preferred but not required
  • The right to work in the UK

Responsibilities

  • Coordinate and schedule routine maintenance, repairs, and inspections for all facilities
  • Respond promptly to maintenance requests and emergencies to ensure minimal disruption to operations
  • Conduct regular inspections to identify and address maintenance issues proactively
  • Coordinate office moves, renovations, and reconfigurations, including furniture procurement and setup
  • Enforce safety protocols, procedures, and regulations to maintain a safe working environment for employees and visitors
  • Conduct regular safety inspections and audits to identify hazards and ensure compliance with regulatory requirements
  • Ensure compliance with health and safety regulations, including maintaining emergency evacuation plans and first-aid supplies
  • Oversee day-to-day office operations, including office supplies procurement, equipment maintenance, and vendor management
  • Coordinate office events, meetings, and conferences, including room reservations, catering arrangements, and audio visual setup
  • Ensure the office environment is clean, organized, and welcoming for employees and visitors
  • Serve as the primary point of contact for internal and external inquiries, emails, and phone calls
  • Facilitate communication between departments, teams, and external stakeholders, ensuring timely and accurate information flow
  • Distribute internal communications, memos, and announcements to staff as needed
  • Assist travel coordination for employees visiting from other offices
  • Receive, sort, and distribute incoming mail accurately and promptly to designated recipients or departments
  • Process outgoing mail, including preparing and labelling envelopes
  • Coordinate courier services for the timely pickup and delivery of packages
  • Ensure proper documentation and tracking of courier shipments, including recording tracking numbers and confirming delivery
  • Monitor and replenish supplies such as envelopes, postage stamps, and packing materials as needed
  • Adhere to established mail handling procedures and security protocols to safeguard sensitive or confidential mail
  • Identify and report any discrepancies, damages, or irregularities in incoming or outgoing mail items
  • Maintain accurate records of incoming and outgoing mail, including logging packages, recording delivery times, and updating mail databases or tracking systems
  • Assist with addressing mail-related concerns or special requests from employees or departments
  • Coordinate office moves, reconfigurations, and renovations as needed, ensuring minimal disruption to business operations
  • Maintain accurate records of space allocations, occupancy, and furniture inventory
  • Assist in the management of the facilities budget, including tracking expenses
  • Identify cost-saving opportunities and recommend efficiencies in facility operations and maintenance

Benefits

  • Competitive compensation
  • Private health insurance

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