Office Facilities Co-ordinator

Job Description

We are currently seeking an Office Facilities Coordinator to provide direct assistance to the UK facilities and travel team in Milton Keynes to ensure the smooth running and organisation of the office facilities, security protocols and travel management needs for our UK employees, with particular focus on the teams based out of Milton Keynes.

About The Role

You will be working in a small team that is integral to the success of the wider business ensuring that all facilities, operational support and travel needs are met whilst employees are working in the office and remotely. The role requires strong communication, database management and time management skills in order to ensure timely management of the Milton Keynes facilities. This will involve developing and maintaining relationships with key stakeholders in the Milton Keynes business.

In addition wider support to the facilities team is needed as required. This will involve assisting in H&S inductions for new starters, reception desk support, conference attendance administrative support and office facilities support. The opportunity to assist in the management of external tenants in our London property is also available, as well the scope to become involved in wider business support services as our London office grows.

Responsibilities

Your main missions and responsibilities will be:

• Management of visitors and issuing ID badges
• New Starters and Client’s Office/Safety inductions
• Administration of Archibus (desk booking tool)
• Courier management
• Conference bookings
• Cover other team members’ absences (conference booking, invoicing, Reception and management of the office cleaners/catering teams.
• Ordering office & Kitchen supplies
• Management of the travel management portal
• Creating and maintaining employee travel profiles
• Conducting travel itinerary requests
• Engaging external global travel provider to process pricing and ticketing requests
• Engaging visa agents as required
• Link travel requests to invoicing portal to raise POs for payment processing
• Assist with formatting/printing admin documents on an ad hoc basis

Experience required

• Experience working in a similar role
• Travel - Air, Rail and hotel bookings (domestic & international)
• MS Word, Excel & PowerPoint skills (Intermediate to Advanced)
• Good Communication skills in person and in writing
• Able to prioritize tasks and work on multiple projects.
• Able to work in a team environment in a collaborative manner.
• Proactive nature and ability to drive things to closure.
• Handling Confidential work

Behavioural Competencies required

• Full command of the English language
• Professional attitude
• Flexible
• Proactive
• Attention to detail and accuracy
• Excellent written and verbal communication skills with the ability to interact with staff at all levels
• Ability to use initiative and work with minimum supervision
• Proactive, with the ability to think ahead
• Good Team player

Quality Personnel acting as an Employment Agency & Business (rated as one of the top 3 Agencies in Milton Keynes for the 4th year running!).

Please note due to volume of applications you will only be contacted if we are progressing your application.