Office Coordinator

Job Description

Role Overview

The Office Coordinator plays a key role in the day-to-day management and upkeep of the office environment, ensuring facilities are safe, well maintained, efficient and welcoming. The role coordinates maintenance requests, contractors, workplace services, supplies and space arrangements, proactively identifying and resolving operational issues. It also provides administrative and reception support on occasions to ensure the smooth running of the office.

Key Responsibilities

*Coordinate daily office operations and conduct daily floor walks; log, track and resolve maintenance issues and office malfunctions.

*Arrange repairs and out-of-hours work as needed, liaising with facilities management, cleaning, catering, security and other contractors.

*Monitor office equipment, general supplies, stationery and corporate-branded merchandise; replenish stock as required.

*Coordinate desk moves, reshuffles and workspace arrangements.

*Organize staff access passes and conduct weekly audits; respond to employee queries about facilities, equipment and building services.

*Act as a point of contact for vendors and contractors; assist with contracts, pricing negotiations and service arrangements.

*Support the implementation and ongoing management of office health and safety procedures, including reviewing contractor risk assessments and method statements and coordinating Fire Warden and First Aid training.

*Assist with planning and coordinating company social events.

*Provide reception coverage, visitor support and meeting-room bookings on occasions.

*Raise purchase orders and support invoicing and related administrative records.

*Liaise with senior management and internal teams; respond promptly to ad hoc office requests.

*Support the development, implementation and maintenance of office operational procedures to ensure the efficient running of the workplace.

*Support recruitment and selection of office staff where required.

Skills and Experience

*Minimum two years of office administration or coordination experience.

*Proficient in Microsoft Outlook, Word and PowerPoint.

*Excellent organization, time management and attention to detail, with the ability to priorities competing requests.

*Strong communication and interpersonal skills; confident liaising with people at all levels and with external suppliers.

*Proactive, decisive and resourceful; able to work independently, use initiative and resolve operational issues.

*Flexible, adaptable and resilient, with a collaborative team-focused approach.

*Practical understanding of office administration, facilities coordination, purchasing and vendor support.