1681 - Office Coordinator

Job Role: Office Coordinator

Location: CITB, Peterborough

Salary Range: £24,300 - £29,700

Ensure that reception and office management services are provided to the CITB Head Office, be the key coordinator regarding the use of our London office and assist the line manager in wider estates, facilities and fleet coordinator duties as required. This role will require you to attend the Peterborough office 5 days a week and is not suitable for Hybrid working. 

Role purpose:

Ensure that reception and office management services are provided to the CITB Head Office, be the key coordinator regarding the use of our London office and assist the line manager in wider estates, facilities and fleet coordinator duties as required. This role will require you to attend the Peterborough office 5 days a week and is not suitable for Hybrid working. 

Key responsibilities and accountabilities:

• To provide professional reception services for staff and visitors reflecting positively on CITB, ensuring the smooth running of offices and conferencing facilities by providing support to colleagues and visitors.
• Security access management – ensure that all electronic security passes / tags are issued in line with agreed local practice / procedures. Report faults on Access Card systems in line with local SLAs. Ensure all visitors are inducted, signed into the building, and issued with visitor passes collecting on departure.
• Ensure conference facilities are clear, tidy, and well-presented ready for meetings offering technical support regarding the use of audio visual services.
• Catering – Order and receive food booked for external meetings; supplying tea/coffee and water for meetings where required.
• Supplies – within the budget controlled by the Line Manager, maintain and order appropriate levels of catering and stationary supplies in line with CITB procedures.
• General office management – Ensure that office facilities and services are managed and supported, and that maintenance and breakdown issues are identified and reported to the relevant service area in a timely fashion; monitoring service ‘tickets’ through to completion to ensure that they are resolved as quickly as possible.
• After suitable training, act as the point of contact for health and safety concerns within the two offices and be the primary Fire Marshal and First Aider for the Peterborough office following building / CITB procedures, ensuring cover is available at times of annual leave.
• Providing coordinator support to Head of Estates, Facilities and Fleet Management assisting in the wider team duties where required. 

Knowledge and Experience:

Essential

• Educated to A Level standard or equivalent experience.
• Customer focussed approach with attention to detail.
• Competent verbal and written communication skills to enable confident communication with a range of stake holders.
• Adaptability and problem-solving skills.
• Highly/Self-motivated and positive attitude towards work.
• Proven experience of using Microsoft Office including spreadsheets, databases, document management and communication applications.
• Excellent organisational & prioritisation skills.

Desirable

• Working in a hospitality / reception background
• Knowledge of Health and Safety Legislation