Office Coordinator (Part Time)

MISSIONThe Office Coordinator provides general facilities and administrative support, aiding in the efficient day-to-day operation of the team and the achievement of business goals. 

RESPONSIBILITIESReporting directly to the Office Manager (UK), you will be responsible for providing a high level of support in a busy business environment indicated below with equal priority:

Meets and greets clients, customers and visitors.

Manages the Parking Lot agreements with the landlord.

Compiles & submits for approval Monthly Concur Facilities/Shared Services Credit Card expenses for accounting within 1 week of receiving statements from accounting (approximately 28th day of each Month).

Supports the invoice management for the German Entity according to the agreed process with Finance and Accounts Payable.

Order local courier services.

Assists with new hire onboarding re: washroom locations, Vehicle data collection and providing Facilities tours, and other location specific tasks.

Manage all catering requests & follow-up with initiator so requests are in approved status prior to ordering / delivery / distribution / clean-up of requested catering.

Maintains inventory levels and orders supplies (this includes office supplies, office equipment; and tracks this against Concur). Takes care of audio/video conference equipment in meeting rooms. Collaborates with local IT on related technical issues.

Act as receptionist; responds to incoming calls on the general business number as needed.

Provide administrative support and respond to general inquiries and requests for information.

Under the direction of the Office Manager, assists with office moves, layouts and desk setups for new hires, contacts building maintenance when required.

Assist staff in minor office moves or shared resource relocations.

Assume all responsibility in managing all Catering supplies.

Lead on all janitorial supplies ordering & verifying.

Ordering staff Business Cards.

Coordinate service delivery of Coffee, Teas, fruit, Milks (scope as agreed separately) & report any equipment failure issues in kitchens.

Maintain & update new hires Name plates

Coordinate the ordering and maintenance of contracts of employee mobile phones (where eligible)

Printer repairs, cartridge & toner replacements. Old Toners & containers recycling.

General office duties including whiteboards & tasked by your supervisor.

QUALIFICATIONS

Education: Some post-secondary education in office services - Bürokaufmann/frau or similar

Native proficiency in German, and a minimum of C1 proficiency in English

Experience: 2-3 years minimum working in an office environment

Skills: Strong attention to detail, Excellent interpersonal and telephone abilities; excellent written and verbal communication; Intermediate to advanced Word and Excel; detail oriented; excellent judgement, time management and follow through

Ability to handle confidential and sensitive information

Highly organized with the ability to multitask and meet deadlines

Required to deal with frequent interruptions and multiple deliverables

Strong interpersonal skills and the ability to work with employees and visitors at all levels

Ability to represent oneself in a professional manner in all dealings

Knowledge of standard office equipment including telephone systems, photocopiers and fax machines

May require lifting of supplies and materials, moving of desks and other general office labor

Must be eligible to hold security clearance