Office Coordinator

Purpose of position

To ensure the daily smooth-running of the London office premises.  Responsible for the organisation and coordinating of office operations and procedures, ensuring safe, tidy, well stocked, efficiently operating facilities and services are maintained for the benefit of staff and clients.

Key Tasks

Key responsibilities within this superb role include:

Post
  • The timely distribution of post (external and internal mail).
  • The collection, franking and postage of all outgoing post. 
  • The dispatch of special and recorded deliveries as required by all departments.
  • Collection and delivery of courier deliveries on time and accurately.
  • Up-keep of the post room - keeping it tidy and refilling stationary stands when necessary.
  • Maintenance of franking machine.

 

Kitchen/coffee areas

  • Ensure all kitchens and coffee areas are replenished on a daily basis with necessary supplies (ie, re-fill coffee capsules and paper cups for coffee machines, plastic cups for water fountains).
  • Empty and restack office dishwashers and encourage all staff to maintain a clean kitchen area.
  • Monitor supplies of refreshments and re-order and restock as required, including taking ownership of meeting deliveries.
  • Ensure that all public areas are in good order and tidy. 

Ordering and Stationery
  • Stationery ordering and distribution.
  • Ensure the stationery cupboard is in good order and replenished at all times.
  • Ordering of all catering and cleaning items.
  • Ensure that each beverage fridge is fully-stocked at all times.
  • Ensure that Company-branded stationery is stocked at all times, at both sites.
  • Periodical stationery stock taking.
  • Ensure that stationery areas are kept tidy and in order at all times.

Couriers
  • Ordering of couriers as and when necessary.

Security
  • Coordination of security passes for new joiners (including photos).
  • Oversee security and surveillance.

 
Reception

  • Responsible for the smooth operation and presentation of the reception area.
  • Greet all visitors and clients in a warm and professional manner, giving the best possible impression of Awin.
  • Answer the phone system to internal and external callers in a polite and efficient manner, redirecting calls and/or responding directly to queries and requests, as required. 
  • Liaison with main building reception to inform them of visitors in advance.
  • Take messages/actions for members of staff, including advising them of visitors, booking transportation and/or couriers, as required.
  • Ensure that the reception and communal areas are tidy and secure.
  • Assist with meeting room preparation as required by ensuring appropriate catering, furniture and equipment are available.
  • Responsible for maintaining the room booking system.
 
Event Support
  • Hospitality support for events on site
  • Laying out drinks, catering and greeting clients
  • Set up of conference furniture for company updates
  • Managing logistics of event materials and supplies for office parties

Misc
  • PA duties to support our Country Manager: booking flights, book meetings, organising his diary etc.
  • Upkeep of décor, soft furnishings, crockery and supplies.
  • Ordering of food for all meetings and helping with the catering provision where required.
  • Assistance with desk moves and stocking of desk stationery items when a new joiner commences employment.
  • Coordination of the disposal of recyclable waste.
  • Other duties and tasks as necessary to ensure office is running smoothly.

Whilst the above is a guide to general expectation of the role, we expect this position to evolve allowing you greater scope to gain both knowledge and experience within the online and affiliate market place.

Skills & Expertise

To be successful you will need to meet the below requirements.
  • Positive attitude.
  • ‘Can do’ and flexible approach.
  • Polished presentation standards with an excellent telephone manner.
  • Able to communicate and liaise effectively with internal customers at all levels.
  • Excellent organisational skills, with strong attention to the smaller details.
  • Proven initiative and a flexible approach.
  • A thorough approach to ensuring enquiries/issues are progressed through to conclusion.
  • Excellent time management skills with the ability to prioritise effectively.
  • Attention to detail with a high level of accuracy.
  • Proven ability to work to deadlines.
  • Ability to multi task and juggle a number of issues at the same time involving strong planning, organising and prioritising skills.
  • Good knowledge and experience in using MS Office including outlook, word and excel.
  • A proactive approach to problem solving as well as an ability to act on their own initiative without prompting.
  • Accommodating and willing to help
  • Prior office coordination and/or reception skills a distinct advantage.

You will be expected to have good understanding of affiliate marketing is and what we do in the industry for any role within Awin.

Part of the Axel Springer group, Awin is a global affiliate network. With 15 offices worldwide, 900 employees, 100,000 contributing publishers and 6,000 advertisers, Awin connects customers with brands in over 180 countries around the globe. Operating across the retail, telecommunications, travel and finance verticals, Awin generated €6.2 billion in revenue for its advertisers and €377 million for its publishers in the last financial year
If you are interested in joining Awin please apply online.
Apply now
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