The Office Coordinator is responsible for running general day to day needs of our physical premises as well as owning the process, deliveries, logistics, travels and administering budget reports.
- Provide office support services to ensure efficiency and effectiveness within Evolution office;
- Greet, assist, and/or direct the public to the appropriate host employee;
- Dealing with incoming/outgoing correspondence in line with the policy, sign for deliveries and direct them to the appropriate staff member, receive/register and send mails and cargos from/to company parties or partners;
- Manage Biometric system, taxi service, visitors’ sign-up system and register visitors in line with the policy;
- Ensure monthly procurement duties in time manner;
- Manage and supervise plants, gardening & cleaning service;
- Ensure that the Reception area is kept tidy and clean at all times;
- Cooperation with Security team;
- Maintain the condition of the office and arrange necessary technical repairs via ticketing system, manage performance;
- Manage kitchenette and dining area to be always in order;
- Maintain general office tidiness and supervision of cleaners;
- Take part in training processes of the new employees in department,
- Managing wiki page & EvoSpace for related responsibilities.
- Pre-approve all office related orders with Office Manager;
- Check and ensure that coffee, vending machines and other office equipment are in working condition, arrange technical maintenance if required;
- Monitor office supplies inventory and take care of groceries and water supplies in the office - place orders, control deliveries, and go for shopping if needed, prepare expense reports;
- Ensure compliance with all company policies, procedures, and guidelines;
- Assist with Real Estate questions;
- Take care of maintaining office in terms of construction works/repainting works, furniture inventory/selling/utilization/ordering and maintenance of existing;
- Assist in the planning and preparation of meetings, conferences, and conference telephone calls, ensure availability of office supplies in meeting rooms;
- Perform other duties, as asked by the manager, which are related to this position and which meet the qualifications;
- Replace colleagues during their vacations, sick leaves, and other absences. Replacement takes place during working time, and it is not considered as additional work;
- Deal with customer complaints or issues.