Office Coordinator

About Javelin

Javelin Global Commodities is a leading global commodities marketing, trading, logistics services and investment firm with head offices in London and wider global offices in New York, Dallas, San Diego, St Louis, Canada, Switzerland, Poland, Dubai, India, Singapore, China and Australia. Javelin was founded in 2015 and now operates across six continents with respect to more than 20 different commodities across thermal coal, metallurgical coal, iron ore, steel scrap, metals, hydrocarbons, freight, softs, and renewables. 

Established in 2015, Javelin employs over 200 people and is a unique place to grow your career. We take pride in our values, global reach, meritocratic culture and strong work ethic.  Our success over the years has been built on our guiding principles of customer service, creativity, transparency, integrity, and responsibility.  

Whilst our footprint grows, we still foster a small-company atmosphere. We have a flat company structure and encourage collaboration across all seniority levels, teams and locations to generate the best ideas. Javelin has a dedicated strategy to support local and meaningful charities through volunteer days, donation matching, a ‘give as you earn’ scheme and other fundraising activities. Discover more at http://www.javelincommodities.com/. 

The role

This is an exciting new opportunity to join our growing global business following on from a move to brand new office space in Poland. You will be supporting our tightknit, multidisciplinary team in Krakow with regular collaboration and touch points with our London based office manager and facilities manager. The successful candidate will play a key role in ensuring the smooth and efficient day-to-day running of the office, supporting colleagues and maintaining a well-organised, professional environment.

This role is primarily focused on office coordination and operational support. You will also support front-of-house responsibilities as required, helping to create a welcoming experience for visitors and colleagues. You will coordinate office services and suppliers, working closely with building management, security, the London Office and Facilities manager. You will also support travel coordination and administrative activities in collaboration with the London administrative team.

Key responsibilities include:

• Acting as the point of contact for Javelin staff, clients and other visitors 
• Providing facilities support by logging and tracking any office issues with building management 
• Ensuring that the office is stocked with all pantry supplies and consumables, monitoring this regularly and proactively 
• Overseeing and coordinating all office-related bills and utilities, ensuring prompt and accurate settlement 
• Managing incoming mail and packages, ensuring they are sorted and distributed appropriately 
• Coordinating daily international and domestic courier bookings 
• Organising and arranging access for all contractors and third parties who provide services for the office 
• Conducting regular testing of all meeting room and conference equipment in collaboration with the IT team 
• Acting as fire marshal and first aider for the office (training will be provided) 
• Supporting ongoing health & safety training needs 
• Supporting new starter inductions, including familiarising them with the office layout, procedures, facilities, emergency routes and muster points 
• Assisting in setting up new accounts for any new suppliers brought on board 
• Working closely with the London team to support colleagues with travel and conference needs, including booking flights, transfers and accommodation through the London-based travel management company 
• Supporting meetings with refreshments and organising occasional working lunches 
• Supporting incoming phone calls as appropriate 
• Liaising with the London administration team on meetings, events and other ad-hoc duties.

Desired skills and experience:

• 2-3 years’ experience in a similar office coordination, administration or workplace support role
• Excellent communication skills, both written and verbal in English and Polish, with a warm, confident and personable approach and the ability to engage effectively with clients and colleagues at all levels
• Excellent organisational skills, with the ability to prioritise tasks and work autonomously
• Good IT skills, including experience of working with room booking and MS Office systems
• A proactive approach with the ability to take initiative and solve problems effectively
• Flexible and adaptable with a positive attitude

• Annual discretionary bonus
• Private medical insurance