As Office Coordinator / Receptionist you will be responsible for the smooth running of GPJ’s London office based in Southwark, 3 days per week Tuesday - Thursday, as well as providing administrative support to the Operations and Talent & Culture team.
Key Responsibilities
Reception
- Ensuring the GPJ reception area is a welcoming and immaculate space.
- Provide professional ‘front of house’ service to all staff, clients and visitors alike.
- Liaising with the main building reception to manage visitors, letting people know when their visitors have arrived and welcoming visitors once they arrive in the GPJ reception.
- Answering calls coming into the main GPJ phone number, taking messages and directing appropriately.
- Monitoring the main GPJ email address as well as your personal emails and Slack, promptly responding to all enquiries.
- Being able to direct visitors within the building and provide basic AV support.
- Support the team with meeting room bookings and scheduling.
- Able to deliver a concierge service to both the GPJ team and visitors, such as letting people know how to get from A-B, travel news and potential impact on office/visitors, keeping up-to-date as to what is going on in the local area, networking with local organisations/businesses, knowing the locality, for example knowing where the closest/best/newest taxi rank/hotel/restaurant/coffee shop is.
Office Coordination
- Taking ownership of the office environment, creating a welcoming space that reflects the agency’s culture, fostering a positive and collaborative workplace culture.
- Proactively communicating with staff on matters relating to the office and office operations via emails and Slack, being the voice of the office.
- Supporting the onboarding and offboarding of staff with access fobs, lockers, mobile phones, office inductions, welcome gifts packs and access to company taxi accounts.
- Responsible for staff mobile phones, working with our mobile provider to order devices, manage sim allocations, setting up sims, monthly invoicing process, and accurately recording mobile phone details for the team.
- Day to day management of company taxis accounts, providing access and guidance to staff, monitoring bookings to check billing information has been added correctly, promptly following up on any issues, and providing accurate information to the accounts team for monthly invoicing.
- Arranging couriers and taxis for the team when requested, and occasional flights for the executive team.
- Staying on top of office maintenance and repairs, monitoring the office spaces daily for any issues and booking work in with our office maintenance and engineering contractor.
- Responsible for all on/off site storage for the team, working with our storage company to store, deliver or dispose of items.
- Daily clear up of boxes in the reception and in the stationary rooms, ensuring teams are adhering to storage guidelines and the GPJ office is not used for storage, arranging items to be sent to short-term storage or for disposal within 2 days.
- Ensuring the office space is optimally set-up for agile working; ensuring all desks are properly set up with the correct equipment, ensuring desks throughout the office are kept clear when not in use.
- Carefully checking and submitting all the invoices related to the reception and office for prompt payment, liaising with suppliers if there are any discrepancies.
- Taking a proactive approach to regularly assess and suggest improvements to the office operations with a strong focus on sustainability and environmental responsibility to ensure continual improvement in this area.
Meeting rooms & communal areas
- Ensure all meeting rooms are kept clean and tidy throughout the day – cups/plates removed, meeting tables/chairs in place, correct equipment in place.
- Provide basic AV support to the team for the meeting room AV system as needed.
- Updating Wifi passwords and information in all rooms as they change.
- Ensure all communal team areas including stationary rooms are kept clean and tidy throughout the day; liaise with building management team/cleaners to ensure that standards are maintained.
Office meetings & events
- Supporting onsite meetings and events as needed for the team.
- Organising catering and refreshments as required, placing orders, liaising with suppliers and managing any special dietary requirements.
- Arrange and set up catering/refreshments, meeting materials and seating layouts.
- Tidy up after meetings and events, ensuring spaces are returned to their original state and any remaining food or materials are stored or disposed of appropriately.
- Maintaining our inventory of meeting and event supplies, such as serveware, drinks and snacks, restocking as needed.
Postal deliveries/collections
- Liaising with the main building reception in regards to the daily postal delivery; once received sort mail ready for collection by team members.
- Arrange any outgoing post or courier deliveries as required.
Office supplies and furniture
- Ensure stock levels are maintained for all basic stationary, corporate stationery, items for new starter welcome packs and any other office supplies required.
- Order special event stationery as required and ensure costs are allocated to the correct event budgets.
- Ensure kitchens are stocked with adequate supplies of tea, coffee, soft drinks, biscuits, milk, sugar and breakfast, fresh fruit etc.
- Purchasing and auditing office furniture, laptop risers, mouse mats, etc; maintain photocopiers/printers/fax machine contracts; ensuring stock levels of printer consumables.
- Managing contracts and performance/service levels of various suppliers - cleaning company, florist, fruit delivery etc.
Health & Safety & First Aid
- Monitoring and maintaining office health and safety standards, including emergency supplies and protocols, ensuring compliance with regulations.
- Conducting weekly office H&S checks and an annual review.
- Carrying out DSE risk assessments for new starters.
- Reviewing and regularly updating office procedures and other related documentation.
- Ensure, for both the office and on-site, that first aid boxes are fully stocked and we have sufficient accident report books.
- Ensure any accidents are reported and logged in the accident book.
- Responsible for all aspects of periodical checks for fire alarm system, fire equipment, emergency lighting, fixed wiring and PAT testing.
- Liaising with building reception in respect of weekly bell testing, bi-annual evacuation drills and marshal training.
- You will be a Fire Warden and First Aider for the GPJ Office.
Building Management
- Liaising with building reception and management company in respect of office security, cleaning or maintenance of communal areas and fire safety.
- Work with the building management company to ensure service levels are maintained and any issues are addressed in a proactive and prompt manner.
- Working with the building management company and own suppliers in respect of various elements of building compliance, for example heating/air conditioning maintenance. Ensuing periodical planned maintenance is carried out and all records kept updated.
About you
- You are friendly and welcoming, a natural people-person with a warm, professional demeanour, creating positive first impressions for clients, suppliers, visitors and staff alike.
- You have a driven and motivated attitude, with the ability to use your own initiative.
- You are adaptable and calm under pressure, with the ability to manage changing responsibilities.
- You’re a team player, always willing to support those around you and jump in wherever needed.
- You are a problem solver, resourceful and proactive, and are always searching for the best solution for our business.
- You are an excellent communicator, and have strong written and verbal communication skills.
- You are highly organised and detail-oriented, ensuring all office operations run smoothly and efficiently.
Your Background, Skills & Experience
- Previous office management, office coordinator or receptionist experience is required (minimum 1-3 years experience, preferable in an agency or creative / fast paced environment)
- Strong computer literacy
- Strong attention to detail
- Problem solving abilities
- Excellent organisational and time management skills
- Good communication skills both verbal and written
- Customer service focused
- Basic financial knowledge (familiarity with handling invoices and expenses)
- Empathetic, adaptable and have organisational awareness
- Qualified in First Aid, desirable (training will also be provided)
- Fire Marshal certification desirable (training will also be provided)