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Office Coordinator (UK)

Waterlooville, Hampshire
Who you are:

You have the ability to adapt quickly to changing needs and requirements and handle frequent interruptions. You are hardworking but still enjoy building lasting interpersonal relationships at work. You remain calm under pressure and enjoy lending a helping hand. Last minute requests are your forte. You have high communication skills along with an outgoing and personable nature. You must have strong attention to detail and organizational skills, with the ability to complete tasks efficiently.  

The Job: 

As a member of the Shared Services team but working locally for the Technical Manager, UK, you will be responsible for providing a high level of support to the UK Technical Support and BD teams including, but not limited to, the following:
  • Provide administrative support and respond to general inquiries and requests for information
  • Meet and greet clients, customers and visitors
  • Answers incoming calls
  • Distribute incoming mail and faxes in a timely manner; prepare outgoing mail; Orders local courier services
  • Maintain office inventory levels and order supplies (this includes office supplies, office equipment and kitchen supplies) and track against budget
  • Ensure that the workplace (including all kitchens, meeting rooms and workshop) is neat and tidy; assist staff with office moves, layouts and desk setups for new hires; maintain paper / ink levels in printers; monitor and report on building maintenance requirements
  • Assist with all new hire setups and maintain ID badges, office keys and passes
  • Act as the local Security Controller, maintaining records of staff security clearances; offsite (MOD) permits and accounting for controlled documentation
  • Liaise with Shared Services, Canada, on IT / network issues and performance
  • Assist senior staff (UK-based Managers and Directors) expense reports
  • Organise, schedule and ready boardrooms for meetings as requested; arrange catering when required
  • Print and prepare manuals, company brochures and marketing material ahead of trade shows;
  • Other duties as assigned

You bring: 
  • Some post-secondary education in office services
  • 3-5 years minimum working in an office environment
  • 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 organised with the ability to multitask and meet tight 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
  • Some knowledge of basic IT networks
  • May require some lift lifting of supplies and materials
  • Must be able to obtain UK basic security clearance
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