Operations Coordinator

Location: Abingdon, Oxfordshire, England
Salary: £26k per year
Reference: 4179
Contact Name: Maria Thorne
Expiry Date: 2022-06-10

Job: Operations Coordinator

Location: Milton Park,Abington

Salary: up to £26,000

Job type: Permanent, Full Time

Hours of work: 0830am - Start ,Monday to Friday (40 hours) 1h unpaid lunch break- some flexibility is required .

Due to continued growth in the business, our client is looking for an operations co-ordinator for their Oxford Research Facilities

The role

The position involves assisting with providing soft facilities and administrative support. The role holder should demonstrate excellent administration, communication, interpersonal and customer service skills with levels of the operation and organisation and have good working knowledge of facilities, reception and associated duties.

Job Responsibilities

  • Daily checks of all open office areas, meeting rooms, break out areas, toilet facilities and resolution of any issues
  • Daily setting up of staff breakfast, snacks and fruit within lunchroom
  • Meeting room set up, including room changes during a day, to ensure rooms are set ready for use for each meeting as required. Leasing with Facilities/Office management team including security for any overnight set-ups.
  • Check meeting rooms to ensure tables and chairs arrangements are satisfactory including replenishment of whiteboard accessories as required. Ensuring that meeting rooms are maintained in a clean, tidy and organised manner.
  • Overview the lunchroom and breakouts areas, ensuring consumables, fruit displays, dairy items, crockery/cutlery arrangements and coffee machines are replenished as required, including other lunchroom duties are required.
  • Collect social hour delivery and assist with setup as required.
  • Place orders for lunches, receiving food deliveries, displaying the lunch as well as clearing meeting rooms after the lunches/meetings are finished.
  • Assists departments with site events, including rooms set-up and refreshments arrangement as well as well as flexibility in working hours if required (e.g. working longer hours or where demands allow, starting later in the morning and staying longer in the evening) .
  • Assist with catering and stationary replenishment, including raising purchase requisitions and placing orders.
  • Provide general pro-active support to the office and additional cover for the soft services Operation Coordinator during meetings, holidays and periods of absence.

Reception

  • Provide reception cover as required to support the operation of the site ensuring the required standard are maintained. Cover incudes admin tasks; contractors signing-in breaks, holiday and absence cover etc. Refer to reception job description, which form part of this role.
  • In providing reception cover, the professional co-ordination of visitors and/or contractors to site is important in compliance with the procedures.

General Administration

  • Provide administrative support to the Facilities Operations team with general duties and ad-hoc tasks as required.
  • Provide administrative support to the EHSS department with general and ad-hoc tasks as required.
  • Assist team with purchase requisitions, invoice verifications, filling, scanning, and archiving of records. Respond to queries to the purchase and invoices.
  • Respond to staff requests and queries, logging tasks on ServiceNow.
  • Use of in-house system as ServiceNow (Helpdesk),V-Learn(Training ),vShipping (Courier),Concur(Expenses),Coupa (Requisitions ad Invoices ) and Travel.
  • Maintain company scientific archiving records and other soft services project requirements, as required.

Skills & Qualifications

  • High level attention to detail
  • Good working knowledge of Microsoft Excel
  • Must be able to prioritise and organise own workload
  • Must be a team player
  • Have commercial awareness
  • Must be flexible with their working hours

About you:

  • Clear and personable telephone manner
  • Excellent customer service skills
  • Experience with Microsoft Excel
  • Good teamwork skills
  • Excellent relationship building skills

Closing date is 12 th May 2022

Hawk 3 Talent Solutions are operating as an employment agency on behalf of its client.

To Apply please follow the application process for the site this job is advertised on or email your CV to maria.thorne@hawk-3.com. By applying for the above position and providing your personal data to us you understand that your data will be processed in line with our Privacy Policy. To view our full Privacy Policy please visit our website.

Hawk 3 Talent Solutions are committed to the selection, recruitment and development of the best people, basing judgements solely on suitability for the job. Whilst we endeavour to respond to all applications individually, due to high volumes, this is not always possible. Thank you for your interest in this role and we look forward to working with you in the future

Hawk 3 Talent Solutions s committed to the selection, recruitment and development of the best people, basing judgments solely on suitability for the job. By applying for the above position and providing your personal data to us you understand that your data will be processed in line with our Privacy Policy. Whilst we endeavour to respond to all applications individually, due to high volumes, this is not always possible. Thank you for your interest in this role and we look forward to working with you in the future.