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Office Co-ordinator

Posted 18 April by March Recruitment Featured Ended

Our client is actively looking for our future Office Co-ordinator who can help us to deliver luxury through our portfolio of amazing brands, by providing full day to day administrative support to the General Manager (represents around 10% of the job), his Leadership Team (around 30%) and the rest of the employees (around 60%).

Key Responsibilities:

· Managing external and internal meetings - scheduling, booking rooms, preparing meeting rooms and organizing refreshments/food as needed.

· Receiving internal and external guests when needed

· Regularly checking department stationery stock and order when needed

· Managing any tasks related to the office (desks move, parking spaces, etc.)

· Providing general office management across the first floor (Luxury floor). There is a general office management for the whole building - so this support is levelled towards just the 1st floor - managing stationery cupboards, ensuring kitchen is well stocked etc

· Setting up and maintaining effective office systems within the department and providing an effective administrative support to the Team

· Managing expenses of the UK General Manager, with support for other Director’s expenses on an ad-hoc basis.

· Providing relevant documentation in preparation for meetings

· Typing and composition of letters, e-mails, meeting minutes and other documents

· Supporting the finalization of PowerPoint presentations

· Managing the departmental records of holiday and sick absence, maintaining up to date holiday schedules and managing the weekly departmental schedule

· Track all advertising invoices as well as general admin spend by the team

· Assisting with the processing of invoices and estimates by obtaining authorization for payment, setting up new suppliers, coding invoices to the correct cost centre

· Organization of meetings, conferences, events which may include coordinating with a number of other countries, including management of budget

· Assisting in any other project work as required

· Travels: managing visas when needed

· Planning & coordinating Luxury events - Christmas Party, team events and communicating to Luxury employees in a fun and engaging manner.

· To carry out any other reasonable management requested tasks

The right person will have:

· Experience of Office Management and co-ordinating large number of employees

. Strong previous experience in an administrative role essential

· Excellent written and verbal communication skills and can manage cross functional relationships

· Strong attention to detail, can keep confidentiality

· Excellent skills in Word, Excel and PowerPoint

· Positive and 'get things done’ attitude

· A strong sense of individual accountability and able to work with autonomy

· A pro-active approach and ability to work on own initiative

· Abililty to work flexibly in a fast paced environment

· Ability to work under pressure and deadlines and juggle conflicting priorities

· Enthusiasm for the fragrances/cosmetics industry or a related industry an advantage

· Experience of working for multiple managers an advantage

· Flexiblity in approach and able to come in early or stay late on the odd occasion

· The need to live within a reasonable commute of Wimbledon

Required skills

  • Administrative
  • Event Planning
  • Microsoft Office
  • Office Support
  • Scheduling

Reference: 34232459

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