Office Coordinator

Who we are:

For over 25 years, Global Relay has set the standard in enterprise information archiving with industry-leading cloud archiving, surveillance, eDiscovery, and analytics solutions. We securely capture and preserve the communications data of the world's most highly regulated firms, giving them greater visibility and control over their information and ensuring compliance with stringent regulations.

Though we offer competitive compensation and benefits and all the other perks one would expect from an established company, we are not your typical technology company. Global Relay is a career-building company. A place for big ideas. New challenges. Groundbreaking innovation. It's a place where you can genuinely make an impact - and be recognized for it.

We believe great businesses thrive on diversity, inclusion, and the contributions of all employees. To that end, we recruit candidates from different backgrounds and foster a work environment that encourages employees to collaborate and learn from each other, completely free of barriers.

Job Purpose:

The Office Coordinator provides comprehensive support to the daily processes and business operations of our fast-paced organisation.

Duties and responsibilities

Administration and office security protocols:

• Ensure day to day administrative tasks are completed in a timely manner
• Answer and direct calls as appropriate to the relevant team
• Arrange and document courier collection and deliveries
• Support HR and business operations with new hire onboarding including office tours and arranging access passes.
• Greet and check in visitors, adhering to office security procedures
• Comply with emergency out of hours office procedures, maintaining accurate records
• Liaise with building management to allow access as required

Events:

• Assist with in-house events: both internal and external events
• Arrange external catering and provide support in-house as and when required
• Ensure ad hoc meeting requirements are fulfilled as directed: printing, AV equipment, refreshments, room set up etc.

Vendor Relationships:

• Source external vendors and contractors and maintain strategic relationships with them to ensure optimal cost, compatibility and efficiency for the business
• Ensure equipment, repairs and maintenance are resolved in a timely manner, to a high standard
• Manage the ordering and maintenance contract for workplace coffee facilities, ensuring ordering and service level agreements are adhered to
• Manage relationship with the building management team, escalating any issues that arise and ensuring access to the building is granted as required
• Responsible for overseeing the daily cleaning of the office and ensuring all works completed are to a satisfactory standard
• Responsible for maintaining overall appearance and presentation of the workplace, including reception area, meeting rooms, plant displays and kitchenette areas.
• Oversee office facilities, ensuring all are in good working order
• Coordinate repairs with building management and contractors
• Handle issues and tasks on behalf of Director of Business Operations and other department heads

Health and Safety:

• Manage health and safety compliance: workplace safety, fire safety and related procedures
• Responsible for overseeing first aid and ensuring accident reporting protocols are followed
• Manage and schedule planned preventative maintenance (PPMs), updating records of works as appropriate
• Conduct relevant risk assessments as required
• Be the main point of contact for office employees: welfare and general day to day management of employees, escalate any matters to the appropriate department as required
• Maintain H&S records and ensure good practice is in place and adhered to
• Create and maintain an overview of annual mandatory requirements for all health and safety aspects of the workplace

Accounting:

• Review and approve office purchases and services.
• Invoice reconciliation and approval.
• Responsibility of overseeing corporate credit card for office-related purchases and retrieving invoices for finance processing.

Qualifications:

• 3+ years of administrative office management experience
• Post-Secondary education is preferred
• Ability to speak and write Swedish and English fluently and possess excellent interpersonal and communication skills with excellent telephone etiquette
• Proficient in Microsoft Office applications (Word, Excel, Access, PowerPoint & Outlook)
• Good judgment to proactively and independently solve problems and make decisions
• Exceptional time-management, organizational, and prioritizing skills with great attention to detail
• Strong work ethic with a willingness to multi-task and be flexible to take on varied responsibilities
• Ability to exercise tact and discretion, and can be entrusted with confidential information
• Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning
• A friendly, "can-do" attitude and customer focused approach

What you can expect:

At Global Relay, there's no ceiling to what you can achieve. It's the land of opportunity for the energetic, the intelligent, the driven. You'll receive the mentoring, coaching, and support you need to reach your career goals. You'll be part of a culture that breeds creativity and rewards perseverance and hard work. And you'll be working alongside smart, talented individuals from diverse backgrounds, with complementary knowledge and skills.

Global Relay is an equal-opportunity employer committed to diversity, equity, and inclusion.

We seek to ensure reasonable adjustments, accommodations, and personal time are tailored to meet the unique needs of every individual.

To learn more about our business, culture, and community involvement, visit www.globalrelay.com.