Part Time - Office Coordinator

Robert Half is recruiting for a Part Time Office Coordinator to join a creative based business in Birmingham City Centre.

Role

In your role as Office Co-ordinator, you will work within the support team. Your principal role will be to support the Office Manager by undertaking a variety of administrative, operational, and coordination tasks to help the business operate efficiently.

Key Responsibilities

• Answering telephone calls and transferring as necessary
• Keep the staff telephone list updated
• Maintain and manage the info email account, forwarding and responding as appropriate
• Assist with meeting room and desk booking system
• Liaise with Team Leads to update the Client List and ensure all client contact details are maintained in Rapport
• Assisting in maintaining Employee Records
• Updating the company calendar with approved annual leave and events
• Updating the internal HUB with events, news, and protocols
• Assist with scheduling of staff appraisals
• Collect post from reception and distribute as necessary
• Take any outgoing post to the Post Office
• Chase deliveries and returns
• Maintaining staff training records
• Arrange staff first aid and fire marshal training as appropriate, ensuring records are maintained
• Book online DSE and Manual Handling courses for all new starters
• Organise, circulate, and arrange delivery of staff birthday and milestone cards
• Arrange purchase of gifts for leavers and 1st-year anniversaries
• Maintain database of appointment documents and ensure electronic versions of all documents are saved by checking DocuSign regularly
• Photocopying and scanning
• Assist with booking hire cars, train tickets, flights, and hotels
• Assist with staff social events, researching and booking
• Assist with arranging study tours, researching and booking

• Assist in the resolution of IT issues
• Maintain inventory of staff and office equipment

• Ensure kitchen, stationery, and office supplies are replenished
• Load and unload dishwasher
• Keep kitchen and office tidy, with meeting rooms cleared and prepared after each call/meeting
• Order lunches for CPDs and management meetings
• Purchase daily milk and fruit
• Maintain office plants and water regularly

• Provide cover for Office Manager when absent
• Assist with updating Health and Safety documents and information
• Assist Office Manager and Directors as required
• Act as the point of contact for staff

• 24 hours spread over four days Monday-Thursday (Possibility of an option of 3 full days depending how it works for both parties- Tues, Wed & Thurs)
• 25,400k (pro rata)
• 24 days Annual leave (pro rata)
• Great office location in the city centre with free gym and fitness classes
• Regular social events

Let me know if you need further adjustments!

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