Office Co-ordinator - Part-time - Onsite Working
Part-time position - 25 hours per week - Working 4 days a week (Monday to Thursday).
£25,000 to £35,000 per annum pro-rata
This is an exciting opportunity to join a fast-paced, rapidly evolving, global IoT connectivity company. Founded in 2007, with further investment and growth in the pipeline, and partnerships with many huge global names including Amazon, Shell, and Costa, Eseye is still leading innovation in connectivity. Our technological expertise enables our clients across a number of verticals to navigate complexities in IoT, optimise device connectivity on any scale. and achieve ground-breaking success with their IoT projects.
The position reports to the Executive Assistant and is based at the Guilford office.
Role Requirements:
Facilities Management
- Liaise with Research Park maintenance providers to co-ordinate building maintenance, repairs, and air conditioning services.
- Manage parking logistics, issue permits, record and track employee car registrations, respond to queries and co-ordinate the renewal of rental agreements for extra parking spaces.
- Organise regular security services, including CCTV and burglar alarm works.
- Manage cleaning contractors, monitor performance, address issues and schedule annual specialist cleaning e.g. carpet deep clean and windows.
- Co-ordinate periodic building inspections, surveys & maintenance e.g. electrical, water, fire alarm.
- Negotiate contracts and prices with office vendors and service providers.
- Maintain up-to-date service reports.
- Undertake ad hoc projects as required
Health & Safety
- Carry out regular defibrillator maintenance.
- Oversee fire safety measures:
- Fire extinguisher services
- Fire risk assessments
- Maintain up to date fire inspection records (fire log book).
- Collect & file fire drill reports.
- Schedule Fire Marshal training and First Aid training.
- Monitor and replenish first aid kit equipment as required.
Office Maintenance
- Ensure the office and facilities are clean, well-maintained and arrange necessary servicing or repairs promptly.
- Carry out regular water filter maintenance.
- Order and schedule repairs for Costa Coffee Machine.
Employee Support
- Communicate scheduled works both internally and externally as required.
- Manage the facilities@eseye inbox and respond to queries accordingly.
- Address employee queries regarding office management issues as required.
- Managing employee business travel bookings as required.
Office Supplies Management
- Monitor office stationery supplies, and place orders to replenish supplies where appropriate.
- Monitor and order other office items as required including furniture, computer equipment, computer accessories (such as keyboards, mice, monitors), monitor stands, footrests, printer cartridges, kitchen consumables and appliances, first aid supplies and more
- Manage suppliers accounts: Amazon, Sainsburys, Waitrose, M&S, Viking, etc.
Visitor Support
- Provide general support to visitors, including answering the office intercom, issuing visitor passes and visitor parking permits and receive deliveries where required.
- Greet client visitors and direct them accordingly.
- Place catering orders for external meetings & events where food is provided.
Event Co-ordination
- Research, book and organise employee events including the employee Christmas party, Summer party, team events and dinners and other ad hoc engagement events as required.
- Place catering orders for internal employee lunches, meetings and events.
Skill / Person Requirements
- Previous experience in a similar role would be an advantage.
- Educational qualifications that demonstrate proficiency in English language and Mathematics.
- Excellent organisational, multi-tasking, prioritisation and time management skills.
- A demonstrated proactive approach to problem solving.
- High levels of flexibility, adaptability, anticipation and attention to detail.
- Strong interpersonal skills with a friendly and professional demeanour.
- Strong written and verbal communication skills.
- The ability to be proactive with limited supervision and recognise when matters need to be raised to senior managers.
- The ability to build relationships at all levels across the business and with external contacts.
- Microsoft Office skills including Outlook, Word, SharePoint, Excel and Teams.
- E-literate and competent in developing, administering, and using a computer and associated networks and systems to acquire, manipulate and disseminate information.
- Strong understanding of procedures, office systems and general processes and be able to translate that understanding to ensure the processes and systems of the Company are effective.
Company Benefits
- Excellent career progression and training
- Company bonus of 5%
- Company pension scheme with 5% employer contribution
- Life insurance
- Income protection
- 25 days annual leave
- Birthday annual leave (1 day)
- Employee discount scheme
- Free parking
- Unlimited free Costa Coffee
- On-Site Café
- Free shuttle bus service provided from the Guildford station to the Research Park