Office Coordinator

Vacancy posted: Thursday, 22 September 2016

Salary: 12 - 14 per hour
Location: Edinburgh

Closing date: 25 September 2016
Job ref. no.: 25363

Reed Business Support are currently working with one of our Edinburgh based clients that are on the hunt for a Part-Time Office Coordinator to join their team on a 6-8 week contract that has the possibility of turning permanent.

The client are a research organisation that operate in five continents with some of the worlds most vulnerable people.

The role involves supporting the London-based Facilities Manager and Executive Assistant with the management of routine systems to ensure that the Edinburgh office provides a safe and efficient working environment. Tasks include:

  • Providing reception duties, post and courier services, despatching post to London twice a week
  • Maintaining a stock of stationery and other supplies
  • Ensuring all equipment is in working order and organise replacements as necessary
  • Processing invoices and track payment
  • Monitoring actual expenditure against the office annual budget
  • Keeping accounts of petty cash and foreign currencies and produce monthly records
  • Booking and keeping 'sleeper train flexipass' details up to date
  • Acting as a first aider and fire warden (training will be provided if necessary)
  • Taking out the recycling for collection once a month
  • Taking out the mixed waste for collection once a week
  • Keeping the office in good repair: managing the cleaning contract and organising maintenance work when needed, in agreement with the Landlords' managing agent
  • Ensure the office complies with Health & Safety regulations and Fire Safety regulations
  • Arrange the annual testing of electrical appliances and the gas boiler
  • Carry out display screen equipment assessments for new staff and submit reports to the Facilities Manager in London (training will be provided if necessary)
  • Work with the Facilities Manager to provide the data for the environmental management system
  • Test video conference connections ahead of video conference meetings with external parties
  • Provide support to the Executive Assistant and the Facilities Manager on projects as required
  • Processing supplier invoices, track payments and follow up on unpaid items
  • Assist with preparations and provide logistical support for meetings, workshops, conferences and seminars
  • Organise travel arrangements
  • Complete expense claims using Microsoft Access travel database
  • Verifying completed expense claims against receipts and supporting documents
  • Draft and log sub-contracts to project database for processing
  • Proofread and format documents as required
  • Organise distribution of publications and materials
  • Logging donor contracts in the finance database

Hours of work- 9.00am-1.00pm

Start date- 30th September

This is a fantastic opportunity work for a well-known and respected organization that will add weight to your CV and perhaps provide you with a permanent opportunity!

Reed Specialist Recruitment Limited is an employment agency and employment business.

s1 says:

This job is new on the site, posted only 3 days ago. Get your application in today.Apply now
Contact Name Pierce Matthews
Telephone 0131 240 3680
Home  ›  Jobs  ›  Admin/Secretarial/PA  ›  Edinburgh

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