Guidepoint is hiring a
Office Co-ordinator

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