Description
German speaking Office coordinator with reception and front of house experience is required to work for a leading Digital Agency based in London. It is vital that the candidate speaks German, and has had experience in a similar role working within a Digital/Creative agency or come from a hospitality background. This is a great opportunity for someone with 1-2 years of experience to grow with the organisation. The primary function of this position is to provide overall coordination of office support services and related activities including reception/concierge support, mail, purchasing of supplies, catering, events planning, vendor relations, and equipment maintenance. The office coordinator also acts as a liaison between clients, employees, facilities staff, and office management.
Responsibilities:
Office Coordination/Management
Courteously greets clients, employees, vendors and other visitors; determines their needs and directs them to the appropriate person, team or office
Courteously answers telephones, handles calls, routes them to appropriate individuals or takes messages
Manages the reception area to ensure effective telephone and personal communication both internally and externally, and maintains a professional image (eg, flowers, marketing materials, daily schedule, business periodicals, etc.)
Builds relationships with internal and external clients at all levels
Pages persons as requested and monitors paging system
Manages requests for building and office keys or access cards and distributes/activates or collects/deactivates keys or access cards as needed
Manages overall mail processes (external and interoffice)
Ensures that office equipment (eg, fax machines, postage meter, photocopiers, etc.) is operable and coordinates maintenance as needed
Develops and manages processes and procedures for maximum efficiency of internal operations and office equipment.
Contacts building management with facility issues
Support
Manages and Coordinates schedules
Ensures that all logistical details are in order for client engagements (eg, catering, room scheduling, supply needs, conference calls, etc.)
Assists project teams with the coordination of team events and builds relationships within delivery teams and the client.
Vendor Relations/Ordering
Builds and manages relationships with vendors
Tracks deliveries, messenger services, and coordinates packages/shipping procedures
Negotiates and manages the purchasing of office supplies, catering, beverages, furniture, office equipment, etc. in accordance with company purchasing, policies and budgetary considerations.
Experience Guidelines:
One to two years related professional work experience and/or training, ideally in a highly customer focused environment; or equivalent combination of education and experience
Must have a professional manner as well as a high level of interpersonal skills to handle time-sensitive and stressful situations. Position continually requires demonstrated poise, tact, and diplomacy.
Some analytical ability is required in order to gather and summarize information, find solutions to various tactical and/or strategic problems, and prioritize work
Working knowledge of mail processes such as postage machine, FedEx, and UPS
Ability to evaluate priority and multi-task accordingly
Ability to use word processing, spreadsheets, and e-mail software