Office Coordinator

Reporting to

Accountant / Station Manager

Purpose

Management of all office and facilities duties to ensure high quality service to employees and visitors and to ensure a healthy and safe office environment.

Geographical scope

Local

Operational level

Operational

Key accountabilities

1. First point of contact for customers, visitors and vendors (both by telephone and physically) and transfer to the appropriate person/department.
2. Execution of local general office and facilities policies.
3. Ensure maintenance of inventory of office supplies and interaction with vendors regarding selection, pricing, and delivery of office supplies, equipment, and services.
4. May be responsible for health and safety matters of the local organization, including risk assessments, and company emergency services. Ensure local health and safety policies are up to date and in line with regulations, and ensure compliance from external contractors.
5. Serve as a central contact point in case of fire or emergencies.
6. Execution of other operational duties of administrative and/or coordinative nature and supportive functions to Management Team and staff.
7. May be responsible for general facilities such as building, systems and machine service and repair.
8. May ensure that office services such as coffee and tea, catered luncheons and travel arrangements are provided.

Main internal contacts

* Local and international colleagues - Provide information, provide support

* Health and Safety Coordinator - Align on health and safety policies, obtain advice.

Main external contacts

* Customers - Provide information, provide support, connect with the right persons.

* Suppliers - May negotiate prices, ensure SLA's are followed

Required certifications, knowledge and skills

* Educational background in Office Management
* Proficient in the local and English language

Working conditions

* Sometimes works under pressure
* Strain of eyes and back muscles from regular use of a computer screen