Job Overview

Based on the values, ambition and culture of Aviva, the Office Services Coordinator plays a key role in ensuring that all colleagues will receive service excellence whilst working within an Aviva workplace. They will have an excellent eye for detail and ensure standards are upheld. They will also have sound knowledge of safe practices, be familiar with best practise cleaning and act in a supporting role to the Regional Operations Manager. The role will be required to deliver exemplary standards and to act as an ambassador for all office services.

Main Duties

• Manage the client / reception area, welcoming visitors and issuing visitor passes and providing refreshments for clients in meeting rooms.
• Managing the meeting rooms in the office, ensuring bookings are made for the rooms and the rooms are set up as required to accommodate the different types of meetings.
• Liaise with Aviva colleagues on site and to be the onsite point of contact for Corporate Services.
• Manage the stock replenishing of free issue refreshments, including the collection of deliveries and issuing in the breakout space.
• Responsible for the collection of post and issue to Aviva colleagues
• Responsible or the ordering and stocking of stationery, including printer paper and toners.
• Liaising with the Colleague services Manager and reporting any workplace issues via the helpdesk
• Liaise with the building management team to ensure that all landlord related issues are raised and managed to completion in a timely manner.
• Provide Broker events support and co-ordination.
• Liaise with IT to raise any IT related issues or concerns.
• Completing daily walk rounds ensuring site is tidy, organised and a safe working environment for building users.
• Complete cleaning audits and raise any cleaning concerns to the on site team.
• Logging jobs on the system. Chasing and updating colleagues on progress

What we are looking for

• Excellent admin and organisation skills
• Previous experience working in a corporate environment
• Ability to communicate at all levels
• Excellent customer services skills
• Previous experience working in a building coordination, concierge or reception role desirable
• Ability effectively plan and manage own time – self starter and ability to multitask.
• Understanding of workplace Health and Safety desirable