Office Coordinator - 10 Months FTC

Job Summary:

An exciting opportunity has arisen for an enthusiastic and approachable individual to join our Central Administration team here at Square Enix London HQ. In this role you will be the first point of contact for visitors (suppliers, customers, press etc.) and employees. You will provide a friendly, helpful and professional administrative support service across all departments as required. You will also ensure all areas of the office are kept to the highest standards as part of the central Admin team. If you have excellent organisation, prioritisation skills and thrive in a busy open plan environment we want to hear from you.

This role is available on a 10 months FTC, with possible extension.

Primary Duties:

Reception duties

• Meet & greet staff and visitors
• Arrange and advise on couriers, overnights, special deliveries etc.
• Ensure welcome area is kept presentable
• Control and management of staff passes & temporary passes
• Undertake regular review of suppliers to ensure cost effectiveness and good service levels
• Answering calls
• Keep internal phone list and employee information on intranet updated

Meeting Rooms

• Oversee the meeting room booking system
• Ensuring all meeting rooms are clean and tidy at all times
• Ensuring all equipment is operational.
• Booking lunches / Teas & coffees for external meetings – ONLY
• Ensure Welcome Area Kitchen is kept to standard

Managing Post Room/Office Admin

• Sorting & distributing post & faxes
• Monitoring post supply levels and ordering as appropriate
• Keep all faxes & photocopiers filled with paper & toner
• Arranging servicing and regular maintenance
• Monitor all office supplies/Order when required (sugar, tea, coffee, paper towels etc)
• Reporting all Facilities Maintenance issues to Office Manager
• Ensuring the works are carried out according to works requests
• Ensuring the office area/Post room is kept clear & tidy
• Assisting Office Manager with larger projects as and when required
• Ensure all areas are kept clean and tidy and free from risk

Admin for Departments

• Assisting departments with adhoc duties as and when required.
• Assisting with facilities/Health & Safety/Office maintenance as required

Secondary Duties:

Company Travel

• Booking flights / Hotels/trains/taxis 
• Ensure that costs are kept to a minimum
• Adhere to Company Travel Policy accordingly
• Organising Business Travel Visas as needed
• Updating monthly travel reports for Finance

Company Events

• Assisting with companywide events
• Arranging travel/hotels and venues for department events
• Working with Legal on Contracts for events

Company Credit Card Expenses

• Collating company credit card spend monthly
• Filing all VAT receipts corresponding to spend

Key Stakeholders:

Office Manager/ External vendors & suppliers / Employees

Knowledge & Experience:

Essential:

• Proven experience in office administration
• Travel booking experience
• Event coordination experience
• Excellent organisational skills
• Switchboard experience
• Comfortable working independently

Desirable:

• Experience working with confidential information

• Experience dealing with facilities maintenance

Competencies, Skills & Attributes:

Essential:

• PC literate: Word, Excel, PowerPoint, Email
• Excellent, communication skills
• Assertive manner
• Open, friendly, enthusiastic
• Team player

Desirable:

• Experience of POs/invoices

Other:

Essential:

• Well presented
• Reliable
• Flexible approach, willing to get involved
• Good attention to detail

Desirable:

• Managing taxi/stationery etc. accounts with regular suppliers

Our goal at Square Enix is to hire, retain, develop and promote the best talent, regardless of age, gender, race, religious, belief, sexual orientation or physical ability.

Our pledge to D&I

At Square Enix we believe in the importance of being a diverse and global company, and we stand firmly together against any forms of injustice, intolerance, harassment or discrimination. In our effort to create a truly diverse workforce, we pledge to continue to raise awareness in every step of the employee experience, from recruitment to promotions to ensure equal opportunities for all. One of our goals is to champion diversity in games and at work and work together to inspire real change.

Learning and education around D&I will be a key element for us to continue to grow as an organization. With unconscious bias training, D&I workshops and a variety of initiatives to give our employees the opportunity to be heard and be part of that change to achieve real equality. We need all our efforts to continue to build our culture of inclusion and equality.

We are also proud to partner with UKIE's Raise the Game pledge, BAME in Games and Women in Games, to name a few.

Hybrid Working Policy

Square Enix is pleased to be an employer that offers flexibility within the workplace.

We have a hybrid working policy which allows employees to work from the comfort of their home, three days per week, and in our amazing Blackfriars office for the other two.

Or, if being in the Office is your preference, you can choose three days working from our office and two days working from home. The choice is yours!