Reception & Office Coordinator

City, London
Aioi Nissay Dowa Europe

We are seeking an experienced Reception and Office Coordinator to provide an efficient and professional reception service to visitors in our London Office. You will provide general administrative and facilities support to the Head of Facilities Management and the wider People and Culture team to ensure the corporate image is upheld and services provided are of a high standard.

2 days per week (Mondays and Wednesday’s) providing ad-hoc holiday/absence cover with an hourly rate of £12.82ph

Why Join Us?

We realise that we need to be a good fit for you above all else so here s what you can enjoy about AND-E, and we ll tell you about the role later!

1. Recognised as the Best Large Insurance Employer: We are proud to have been named the Best Large Insurance Employer for 2023 at the prestigious British Insurance Awards.
2. Unmatched Work-Life Balance.
3. Competitive Salaries and Benefits Package: We offer competitive salaries that recognise your skills and expertise. In addition, our comprehensive benefits package includes (but is definitely not limited to!):

• Healthcare Cash Plan & Private Health Insurance options.
• Car Insurance and Phone Contract Discounts.
• Bonus Scheme.
• Buy/Sell 5 days Holiday.
• Enhanced Maternity/Paternity Pay.
• £250 towards driving lessons for yourself, your spouse, and dependents.
• Virtual 24/7 GP Service.
• Wagestream for Financial Flexibility.
• Internal Growth and Advancement Opportunities: We prioritise internal promotions and offer growth opportunities to our employees. You’ll have access to a variety of career development programs and training initiatives to enhance your skills and advance your career.

Responsibilities

• Manage the meet & greet process to maintain proficient and H&S focused processes.
• Manage enquiries in a professional, courteous, and timely manner in order to maintain good internal and external relationships.
• Maintain security by following procedures and controlling access to the office to ensure the H&S & wellbeing of all employees.
• Ensure all queries are dealt with or directed appropriately to maintain professional relationships.
• Manage the incoming and outgoing post to ensure DPA & SLAs are met.
• Support colleagues with meetings, catering, accommodation, and travel requests and ensure these are dealt with in a timely manner to ensure consistent and effective service for colleagues.
• Assist People and Culture team with all general clerical duties and maintain accurate records to ensure correctness of the audits, both internal and external
• Help with meetings and minutes to ensure the business s needs are met.
• Support with meeting room appointments on Booking App and deal with any clashes or last-minute requests.
• Support Ad Hoc facilities related duties as directed by Manager.
• Conduct daily Health and Safety checks in the office, ensuring Fire Exits are clear, first aid boxes are adequate and there are no safety hazards, highlight issues to manager.
• Conduct a regular check on office equipment to ensure all facilities are maintained and in good working order.
• Communicate with, organise, and monitor the performance of contractors/suppliers in order to maintain high standards of facilities.
• Manage supplier s work and their activities to ensure the services provided meet the expectations, escalating to manager when required.
• Act as a point of contact for any travel or desk booking related issues, escalating to Facilities Coordinator as necessary

Knowledge, Experience and Qualifications

Previous exposure to contracts administration and dealing with suppliers is desirable

A good understanding of H&S (where relevant, formal training) desirable

Minute taking skills advantageous

Good written and verbal communication skills able to communicate at all levels

A Pro-active and enthusiastic team player

Ability to work confidentially, independently and take on responsibility

Self-disciplined with ability to work under pressure, sometimes to short deadlines

Good attention to detail, organised, conscientious, flexible and reliable

Computer literacy -strong use of Microsoft Office, Word, Excel and PowerPoint

Good interpersonal skills

Our Community

It is our community s unwritten rule to be as flexible as we can be. We understand life happens and on occasion we all need a bit of give and take in our day; we don t want you missing your child s school play, the new fridge being delivered and we know the boiler engineer comes at some point between 8 and 6! We believe our colleagues should have choice, flexibility and balance in their home and work life.

We care about our colleagues and their well-being and we have been nationally recognised for this. Apart from the competitive salary, we also have fantastic benefits. Focusing on colleague s health, wealth and lifestyle. We like to think our benefits package is one of the best around!

Aioi Nissay Dowa Europe is com mit ted to pro mot ing equal oppor tu ni ties in employ ment. Employ ees and job appli cants will receive equal treat ment regard less of age, dis abil i ty, gen der reas sign ment, mar i tal or civ il part ner sta tus, preg nan cy or mater ni ty, race, colour, nation al i ty, eth nic or nation al ori gin, reli gion or belief, sex or sex u al ori en ta tion (Pro tect ed Characteristics).