​We are looking for an experienced Office Operations Coordinator to join a small friendly team within the telecommunications industry. The role is varied and you will work across different divisions such as HR, Accounts, some general admin and compliance. As a company we are going places – but we need a new colleague to very much own this section of the business and grow with us. Our philosophy is somewhat to outsource some key parts of the business so we’re looking for someone to help take care of those as well as our team here.

Duties to include:

• Administration

• Occasional administration support to the Managing Director, Contracts Manager and Sales Manager on request only

• Overall office ownership including ideas for improvements, supplies/supplier and equipment management

• Being the first point of contact for some suppliers and contractors

• Ensuring the office and Kitchen is tidy at all times – up to a point, we have

• Handling all incoming calls and taking messages where needed or transferring calls

• Onboarding/offboarding of employees and driving that process including ensuring HR followed and performance reviews etc are standardised

• Filing / Archiving , occasionally typing letters, printing and scanning.

• Making sure all billing customers are having service reviews and getting feedback by monitoring the process plus some CRM and customer records management

• Assist with ISO27001 compliance task monitoring to completion

• Authorising access for new users for the support portal

• Managing service bulletin account and contacts

• Arranging customer training sessions and other video based

• Updating details for customer contracts

• Franking all outgoing post and sorting and distributing all incoming post

• In house contractors, including keeping track of days worked, sending time sheets to be completed each month and signing off for payment

• Leading all fire evacuation tests and being first point of call for all first aid needs

• Any Adhoc duties that arise – eg organisation for some events

• Processing all purchase Invoices both via company account and Xero including processing payments

• Processing four company credit cards and matching receipts/updating spreadsheet to monthly credit card statements to send to the accountant

• Reconciling monthly Direct Debit receipts in Xero

• Checking the bank account weekly, provide reports on payments received monthly and send standardised responses to chase some late payments

• Creating payment templates with the bank account

• Setting up and maintaining Direct Debits via reporting after invoices

• Assisting with very simple queries the accountant may have with month end accounts(training will be given)

• Generating copy customer invoices and statements when required – only about 5 a month

The above duties are the main features of the role however further duties might arise but full training will be given.

Hours are contracted as 9am to 5pm with an hour for lunch Monday to Friday.

Benefits include life insurance, critical illness insurance, advice/welfare service, great private medical with Vitality (they have discounts if you engage with them) and pension - plus we still have Pizza Wednesday here as well as the massively overstocked kitchen (what we buy is getting ridiculous lately) and a pool table and some social events (input for ideas always welcome) to help organise : )