Office Co-ordinator Full Time NEW

Office Co-Ordinator (Including PA responsibilities for the Directors)

1.0 Job Overview

As the office coordinator you will be key to the daily operations and running of LXA. You will be the first point of call for visitors, ensure the office is kept tidy and that basic administrative tasks are done for other members of staff. You will be part of the Business Administration Team (BAT) and will be supported by the Managing Director, the Accounts Co-Ordinator and the Directors.

this is an entry level role with scope to progress into either the Office Manager or a Personal Assistant.

You will be required to follow all of LXA’s internal office policies and procedures as set out in the LXA Employee Handbook.

2.0 Detail Job Specification

You will be expected to undertake the following:

+ Meet and greet everyone who comes to the office (clients, deliveries, suppliers etc). Welcome them to LXA, ask who they are here to visit, show them to the meeting room or break-out table and then inform the member of staff who they’re here to visit.

+ Ensure the whole office is kept tidy, including kitchen, toilets, meeting room, breakout space, printing area and sample library.

+ Ensure the office is well stocked, stationary, paper, toner, milk, toilet roll etc. Place orders with approved suppliers for office items, including refuse sacks from the council.

+ Manage the meeting room diary, approving requests and ensuring it’s not double booked. Prepare it for new meetings and tidy it once meetings are finished.

+ Make tea and coffee for staff and guests as requested

+ Answer the phone and relay messages.

+ Make calls – on behalf of staff, for orders, refunds, tickets etc

+ Book travel and accommodation where required for members of staff.

+ Assist with IT problems and communicate with 10-100.

+ Monitor and update the IT Audit quarterly

+ Type up documents, saving as PDF’s, emailing to people and/or saving to the server

+ Scanning, printing and binding documents

+ Watering the plants

+ Office errands – could include post office, lunch runs, supply pickups.

+ Assist the wider team with site visits and deliveries (if appropriate)

+ Assist with the onboarding of new staff – introductions, workstation safety sheets etc

+ Assist with the offboarding of staff leaving – archiving, leaving present etc

+ Assist with the administration of the admin software

+ Help organise events and staff socials

+ Staff birthdays/anniversaries – organise a card and cakes with their team lead.

+ Act as a PA to the Directors at LXA, managing their diaries, organising events and setting reminders.

+ Assisting with additional administrative tasks for Directors as required

+ Where applicable sitting in meetings and taking notes, writing up minutes and distributing.

3.0 Additional Requirements

You will also be required to do the following as part of your role:

1. Build and maintain relationships with all members of the business and where applicable clients

2. Assist member of staff with their basic administration needs

3. Have an understanding of LXA globally and what we do and where so you can promote the Business accurately in all situations if required.

4. As part of the BAT team, you will work with your team members to continually improve LXA services and processes and as such you will throughout the year help with updating and improving these wherever possible and undertaking internal projects to ensure the growth and development of the team.

5. Take part in BAT team meetings and where necessary other team meetings

6. Where possible contribute regularly with content for LXA social media and marketing feed.

7. Share and like all of LXAs social content.

8. Feedback at all times to your Managers and the Directors where you believe improvements can be made on the service provided by LXA.

9. Assist in maintaining and uplifting LXA’s culture and moral

If you bring a positive, can do attitude we’d love to hear from you.

Pay: £24,500.00-£30,000.00 per year

Work Location: In person