Office Coordinator

ABOUT US

Insight is a Fortune 500-ranked global provider of hardware, software, cloud, and service solutions, providing clients the guidance and expertise needed to define, architect, implement and manage technology today while transforming for tomorrow.

ROLE

Operations is the heartbeat of Insight. Our passion is to deliver excellence to our teammates, partners and clients with exceptional results, every time. The Operations function is responsible for the effective planning, organising, coordinating, and controlling of resources needed to deliver Insight’s solutions by proactively managing people, products, technology, information, and time.

Facility management focuses upon the efficient and effective delivery of support services for the organisation. The Facilities team endeavour to integrate people, places, and processes across EMEA, with the purpose of improving the working environment and the productivity of the core business.

The Office Coordinator is the first point of contact for all clients seeking support and information from Insight. They assist the Facilities Manager to coordinate and monitor facilities management contracts and support with the administration of the facilities. In addition, they are responsible for the front of house, security, health and safety, record management, and the management of external contractors. Working closely with both internal and external parties this role supports the team in reflecting the high-quality standards of the organisation and ensuring that office facilities are fit for purpose and legally compliant.

KEY DUTIES & RESPONSIBILITIES

Front of House

• To provide a professional and warm welcome to all visitors of Insight; signing in/out guests, issuing security passes, informing relevant parties of arrival, and directing visitors accordingly.
• To operate the switchboard, handle general telephone enquiries and pass on
• messages to where applicable in a timely and efficient manner, ensuring SLA’s are achieved.
• To respond to queries and requests, disseminating actions and information accordingly.
• To maintain office security system; planning for security services and administering visitor/teammate access.
• To receive and sign for deliveries, informing appropriate addressees, and to sort and dispatch incoming/outgoing post.
• To assist with travel arrangements including transportation means to and from the office(s).
• To support with the induction and orientation of new hires, which might include the issue of badges, welcome packages, and IT equipment.

Conference Facilities

• To respond to internal and external conference facilities enquiries/requests and take bookings.
• To assist with the coordination of meeting rooms for the senior management team and clients, ensuring that they are fully functional prior to any scheduled meeting.
• To monitor catering provision, liaising with caterers and clients where necessary.
• Provide on-the-day support for the organisation of clients and supplier events.

Office Services

• To support with the inventory control of general office supplies by ordering and responding to specific supply requests within a pre-approved budget.
• To maintain and order refreshment supplies.
• To work cooperatively with internal clients and outside vendors and contractors to ensure offices always remain operational.
• To assist with performing routine inspections of systems and equipment, arranging routine repair work and other work of a general maintenance nature.
• To act as a main contact for teammates, providing them with all approved and needed supply as and when required.

Facility Maintenance

• To assist with the coordination of the cleaning and waste provision, and recycling, liaising with contractors and supervising maintenance and building contractors operating on the company premises.
• To support all needs, problems and changes relating to the building and building related services.

Health & Safety

• To support the Facilities Manager and/or external consultants with Health & Safety matters by coordinating and communicating with teammates accordingly.
• To respond to any Health & Safety matters promptly by escalating matters accordingly.

Administrative Support

• May be required to support with travel arrangements for teammates including train, hotel and flight bookings when requested.
• To provide administrative support to the local management team and other functions as required and directed by the Facilities Manager.
• May be required to support with IT equipment and materials, including migrating laptops for new hires and handling inventory control of IT materials.

This list is not exhaustive, you will be required to undertake additional responsibilities as reasonably requested by your manager.

KEY RESULTS INDICATORS & MEASURES OF SUCCESS

• Service Performance – All incoming calls/queries efficiently handled within agreed SLA’s

• Escalation Management – All escalations are actioned and resolved to a satisfactory outcome

• Health & Safety – Effective workplace precautions provided and maintained to prevent harm to people at the point of risk

• Client Satisfaction and Loyalty – Achieve client satisfaction at or beyond target rate through client survey

• Audit Compliance -Full compliance with internal/external auditing procedures (including ISO) with no significant issues being presented

• Teammate Satisfaction – Achieve teammate satisfaction at or beyond target rate through NPS survey

• Process Improvement – Continual development of process improvement plans, tasks are competently and enthusiastically performed, appropriately documented, and agreed timelines are adhered to

ESSENTIAL QUALIFICATIONS, SKILLS, KNOWLEDGE & EXPERIENCE

• Working towards a recognised qualification
• Understanding of the function and responsibilities of Front of House/Reception in Facilities Management
• High level of written and spoken English
• Fully conversant with Microsoft Office suite (Outlook, Excel, and Word)
• Experience of working within Facilities Management and providing office services
• Ability to develop friendly, positive, and supportive working relationships with external and internal customers, and to provide them with excellent service
• Ability to exercise tact, diplomacy, confidentiality, and discretion as required for sensitive departmental and corporate matters
• Ability to coordinate multiple events, tasks and responsibilities and remain calm under pressure

LOCATION

The position is based in Belgium, main office location is Grimbergen. Possibility for hybrid working, remote with occasional visits to the office and client sites.

ADDITIONAL INFORMATION

This is a fulltime position and we are currently reviewing applications, the interviews will be on-going. If you feel that your experience, skills and ambitions are a match, send us your CV or click on ‘Apply’ now.

If you have any questions about the recruitment process or want to know more about the role, please contact [email protected].

APPLICATION DETAILS

Insight is an equal opportunity employer and we are committed to achieving diversity and equality within our organisation. We seek out people from diverse backgrounds and encourage you to apply.

We will endeavour to contact you within five business days, should we feel your profile is a good match for this role. If you do not hear from us within this timeframe, please presume that on this occasion, your application was not successful.