Office Coordinator

Role Purpose:

The Office Coordinator is responsible for coordination of the day to day running of our Head Office in Hampton Wick, ensuring a safe, efficient and welcoming environment for all staff and visitors. The role will consolidate recurring and ad hoc administrative activity into one position, reporting into the Manager Corporate Administrative Services. Alongside this, the postholder will also provide administrative support for management meetings to ensure effective meeting preparation, minutes where applicable, and tracking of agreed actions.

Key Accountabilities & Responsibilities of the role:

Facilities and Head Office Maintenance

• Responsible for the Head Office maintenance schedule, ensuring planned maintenance is scheduled, attended and signed off along with reactive maintenance and repairs.
• Responsible for ensuring that the Head Office are presentable, tidy and organised on a daily basis and that the office is properly equipped
• Responsible for management of the Head Office meeting room space, including booking process as well as meeting room cleanliness, set up and arrangements as required per booking
• Responsible for ensuring a welcoming and safe visitor experience, including review and improvement of the visitor process to have all visitors sign in and out and visitor tags
• Responsible for the procurement of all office cleaning equipment, office sundries and IT hardware, reordering to agreed minimum levels and ensuring the process is cost effective.
• Responsible for obtaining and comparing supplier quotations where required, escalating price variances or unusual pricing to the line manager.
• Support Health and Safety requirements within Head Office, including but not limited to First Aid, Accident Reporting, Fire Marshall Coordination and Display Screen Equipment
• Coordinate IT requirements for new starters, including hardware, software, licences and email access and liaising with IT so that accounts and permissions according to each role are set up and tested in advance of the start date
• Coordinate the workspace set up and IT equipment for new starter onboarding at Head Office, working to agreed timescales so that everything is in place and the workspace is clear and set up before day one
• Arrange company identification and access passes for new employees in coordination with HR and the relevant departments
• Order uniform for loadmasters and flying engineers and maintain records of uniform distributed and returned, in coordination with HR team
• Maintain accurate records of issued equipment, passes and uniform, and ensure items are recovered on leaving in coordination with the HR team
• Support the offboarding process by coordinating the return of company assets and the withdrawal of access.

Travel and accommodation

• Support hotel and travel bookings for Head Office staff and visitors, securing best value within policy
• Coordinate itinerates and agendas for relevant staff travel within the Group, and ensure these are circulated to all relevant parties
• Assist with travel arrangements in conjunction with Pre-Ops and the Travel Coordinators, applying the Company Travel Policy consistently
• Responsible for checking supplier invoices against confirmed bookings prior to invoice approval, identifying overcharges, duplicate billing and cancellations not credited
• Responsible for administration of parking permits at East Midlands Airport

General Administration

• Provide support to COO and Senior Management Team to ensure effective coordination and booking of regular management meetings
• Prepare and where applicable circulate material for internal and external meetings (including board meetings), covering agendas, presentations and reports, record minutes where applicable and track follow up actions on behalf of Senior Management
• Provide ad hoc administrative support to the line manager and to Heads of Department as required.
• Inputting tech log information into Leon to support emissions reporting.
• Contribute written process notes to the SOP library as administrative processes are documented.

Key skills , knowledge, Experience required: (i.e. those required to fulfil the role, including qualifications):

• Educated to A-Level or Degree level, in relevant business management subjects preferrable
• Previous administration experience or business support role, including administrative support to Senior Management (c2 years minimum)
• Confident user of a range of IT systems and software including Microsoft Office, with strong Excel skills
• Excellent organisation skills with proven experience of maintaining accurate records and structured filing systems.

• High standard of accuracy and attention to detail when handling data
• Proven experience of handling confidential and business sensitive information
• Excellent written and verbal communication with staff at all levels.
• Able to prioritise a varied workload and conflicting deadlines
• Ability to work on own initiative
• Team player who is customer focused and has a can-do attitude.

One Air Values underlined by our Behaviours: