Office Coordinator

About Our Client

Our client is an industry leading global intellectual property firm based in Birmingham, recruiting for an Office Coordinator to join them on a full time basis for a fixed term contract of 15 Months.

• Answer incoming calls, transferring them quickly and efficiently to the appropriate person, taking accurate messages or transferring to voicemail facility.
• Meet and greet clients and/or colleagues from other offices
• Maintain diary booking service for meeting rooms
• Prepare meeting rooms on a daily basis (reconfiguration of rooms, moving walls, furniture etc., preparing drinks facilities)
• Assist with office inductions; preparing packs and being involved in first day welcome to the office process.
• Assist staff with meeting room / hotel bookings, train journeys, sourcing administration and office materials, managing visitor passes and answering general queries, in conjunction with the Office Manager.
• Open and process incoming post and faxes; scanning documents to appropriate recipient according to work-flow rules
• Prepare daily post and courier items ready for collection.
• Ensure franking machine is maintained and topped up with funds as required
• Liaise with building management on office/maintenance issues; Assisting the Office Manager with contacting contractors to obtain quotes and scheduling repair work
• Maintain stationery and catering supplies and re order as required
• Assist with planned office move to new premises in March 2025.

Undertake additional duties as directed by the Office Manager including providing cover during annual leave

• Previous experience of working in a professional services environment or as an Office Coordinator is an advantage, but not essential.
• Previous reception role experience
• Good interpersonal and communication skills- both written and verbal
• Methodical with excellent attention to detail
• Excellent organisational skills and can-do attitude
• Good interpersonal and communication skills
• Self-motivated and able to work as part of a team
• Good organisation and prioritisation skills
• Able to demonstrate initiative and be proactive at all times
• Willing to train as a Fire Marshall and first aider

• Salary dependant on experience
• 26 days' annual holiday, plus statutory holidays
• Contributory pension scheme
• Life assurance
• Private medical insurance (after 12 months)
• Permanent health insurance (after 12 months)