Office Coordinator ( Part Time )

What will you be doing? As an Office Coordinator, your responsibilities will be split across Workplace Facilities and Administration, this will include:

• Workplace Facilities
• Meeting and greeting: Welcome staff, visitors and contractors, ensuring they are signed in using the Proxyclick system and issued with the relevant access cards. Ensure that required documentation, such as confidentiality forms, is completed.
• Meeting room management: Check bookings on Eptura Engage and support external meeting requirements, including refreshments and catering. Ensure meeting rooms are kept tidy and presentable, with occasional reconfiguration of furniture where needed.
• Catering management: Place and track regular and additional catering orders for the office and for internal and external events. Support the organisation and set-up of internal events.
• Premises and equipment maintenance contracts: Coordinate monthly PPM visits and ensure KPIs are met.
• Facilities Helpdesk and vendor management: Keep the Facilities system up to date with vendor and supplier information, including RAMS and insurance documentation. Monitor and respond to requests submitted through the office helpdesk portal.
• Security systems: Manage the security door access control system, producing access cards for staff, visitors and contractors. Carry out security systems audits, ensuring records are accurate and that old cards are deleted or deactivated.
• Office cleaning: Carry out inspections and raise any issues with the cleaning provider. Arrange holiday and sickness cover, as well as periodic cleaning services such as window, chair and keyboard cleaning. Complete ad hoc cleaning tasks, including loading and unloading dishwashers after lunch, clearing and cleaning fridges weekly, and arranging confidential waste collections when needed.
• Stocking kitchen areas with consumables: Service the bean-to-cup machines, ensuring daily system cleaning and a fresh supply of milk and beans. Restock tea bags, coffee and biscuits.
• Plant displays: Manage the internal planting contract, including maintenance visits.
• Storage facilities: Ensure storage and coat cupboards are kept tidy and used effectively.
• Pest control: Coordinate pest control visits in line with the PPM schedule.
• Welfare facilities: Check that welfare facilities are clean and functioning, and report any issues to building management. Restock sanitary items in the women’s toilets.
• Ordering and stock control: Ensure kitchen, office and cleaning consumables are kept well stocked.
• Health and Safety: Carry out visual checks of firefighting equipment and ensure fire escapes and walkways are kept clear. Become a First Aider and Fire Marshal, ensuring first aid kits are stocked and defibrillator batteries and pads are in date. Keep First Aider and Fire Marshal lists up to date and arrange training where necessary.
• Environmental: Ensure recycling protocols are followed and support general compliance with the Environmental Policy. Report energy consumption using the Sweep platform; training will be provided.
• New joiner inductions: Meet with new joiners to complete health and safety training and provide an introduction to the building and office.
• Post and couriers: Accept, sort and distribute incoming mail, and process minimal outgoing post. Make visits to the local Post Office as necessary.
• Invoices: Reconcile incoming invoices against purchase orders.
• Purchasing: Carry out online searches and order premises and administration supplies.
• Administration
• Ad hoc administration assistance to the wider office.
• Assisting Partners and staff in the production of written or visual material (such as letters, reports, tenders, presentations) to LCP’s quality standards using LCP’s systems and conforming to LCP’s house style rules and using MS Word, PowerPoint, Excel. Training will be given on Adobe InDesign for the production of tenders.
• Diary management and organisation of internal/external meetings using Outlook calendar and internal meeting room booking facilities for partners and the wider department.
• General administration such as: holiday bookings, study leave schedules.
• Booking travel (hotels, trains, flights, taxis etc) and restaurants.
• Liaising with other departments as required (IT / Finance / Hospitality / Business Development).
• Helping to keep LCP’s intranet up to date.
• Using / updating LCP’s internal contacts database including the administration for taking on new clients.
• What skills, qualities and experience are we looking for?
• Enthusiastic individual with experience in a similar role.
• Must be comfortable working both independently and as part of a team and be willing to be flexible.
• Be pro-active and anticipate the needs of others.
• Strong oral and written communication skills, with excellent grammar skills for proofreading and writing correspondence.
• Competent across Microsoft Office applications including strong knowledge of Excel, Word, PowerPoint, Outlook.
• Highly organised and detail orientated personality.
• Comfortable with multi-tasking at pace and highly skilled in prioritising tasks and organising work effectively to meet deadlines including in the presence of competing priorities and demand.
• What’s in it for you?
• Hybrid working.
• Professional study support (where applicable).
• Access to our internal Wellbeing, LGBTQ+, Multicultural and Women’s networks.
• Life assurance.
• Income protection.
• Enhanced maternity/paternity/adoption and shared parental leave.
• 26 days annual leave (pro-rata for part-time working) plus bank holidays (most of which can be taken flexibly!) with options to buy & sell holiday.
• Private medical insurance.
• Discounted gym memberships, critical illness and dental insurance through our flexible benefits.
• Eye care vouchers.
• Cycle to work scheme.
• Digital GP services.
• Competitive pension scheme.
• Discretionary bonus scheme.
• High street discounts.
• Season ticket loans.
• Volunteering opportunities.
• Electric vehicle salary sacrifice scheme (qualifying period applies).