Office Coordinator (Part Time)

The following are example responsibilities of this position and are, as such, not meant to be exhaustive, nor convey every responsibility that may vary over time, without changing the essence of this position:  

• Office Management: Ensure the smooth running of the office, including organizing and scheduling office wide meetings and lunches, supporting visitors, and conducting ad-hoc support tasks as needed. Nurture an attractive and positive office environment by ensuring the office is clean and tidy, all IT and communications equipment functions effectively and managing stationery and kitchen supplies. Coordinate with external suppliers as required to maintain office operations. 

• IT Support: Manage basic/minor IT issues such as printer, laptop, and phone setup, triaging more complex issues to the IT team as needed. Ensure all IT and communications equipment is functioning properly to support daily operations. 

• Scheduling and Calendar Management: Support practice/colleagues as needed in managing their calendars, including scheduling meetings and other appointments. 

• Event Planning and Coordination: Actively participate in the local culture team, playing a lead role in event planning and coordination to foster a positive workplace culture and engagement among employees. 

• Documentation Management: Maintain files and other documentation through appropriate means to support the overall office environment. Aid in the design, development, collation, and distribution of work materials such as communications, presentations, and information packets. 

• Communication Coordination: Manage centralised communication channels, including telephone and email contact channels, ensuring timely responses and effective communication. 

• Onboarding and Offboarding: Support new starters and leavers by coordinating with People and IT teams as needed, ensuring a smooth transition for all employees. Assist in the onboarding process, including office and equipment setup. Provide support for onsite recruitment interviews as necessary. 

• Health and Safety Compliance: Ensure local office team adherence to company policies, including health and safety, security, and office attendance, while overseeing routine workplace checks and scheduled maintenance of equipment and building systems to maintain a safe, compliant environment for all employees 

• Other Support: Provide support for other initiatives and duties as assigned, demonstrating flexibility and a proactive approach to office management. 

Education, Experience, Knowledge & Other Skills  

The following criteria outline the minimum hiring criteria for this position, unless otherwise stipulated below as “preferred,” or “a plus.”  

• Strong proficiencies with MS Office and/or Google suites 
• Experience working with business systems and applications  
• Communication: strong communication skills, both written and verbal, including fluency in business English 
• Collaboration: strong collaboration skills and proven ability to work well within teams 
• Project Management, Time Management & Organisation: demonstrated abilities to effectively support projects to ensure on-time, within-budget, and high-quality deliverables. Demonstrates high attention-to-detail and quality 
• Influencing & Stakeholder Management: learning how to influence without authority, while demonstrating abilities to work effectively and efficiently with stakeholders 
• Achieving Results: consistent track record of meeting or exceeding assigned goals and objectives