Office Operations Coordinator (Contractor)

JobsCloseBy Editorial Insights

Recorded Future seeks an Office Operations Coordinator (Contractor) onsite in London to be the welcoming hub at reception and keep the office running smoothly. You’ll manage the front desk, mail and deliveries, keep spaces stocked and organized, oversee vendor contracts, support internal communications, assist with safety protocols and facilities maintenance, manage digital meeting tools, and help plan internal events with a global team. The ideal candidate has 1+ year relevant experience, strong G Suite and Mac skills, excellent organizational and time management abilities, clear communication, discretion with confidential information, and a proactive, collaborative mindset. For best results, tailor your resume to relevant duties and be ready for an in-person or live video interview.

As the Office Operations Coordinator, you’ll be the go-to person for all office-related needs in London! Stationed at the reception desk, you will be the first person Futurists and visitors see when they arrive at our office, and you will be responsible for keeping the office running smoothly. This role requires excellent organizational and communication skills to maintain a productive and efficient workplace.

The ideal candidate will have a proactive nature, excellent organizational skills, time management skills, the ability to work independently and as part of a global team, and demonstrated communication experience with a service-oriented mindset. They thrive and succeed in a fast-paced, technology-driven environment with high standards and an inclusive community. 

This is a great opportunity to work with an amazing team, learn about different aspects of the business (office management, IT, finance, security, and events), and help influence growth at one of the most sophisticated intelligence companies in the world. This is a hands-on environment, so be ready for anything!

What You'll Do in the Office Operations Coordinator Role:

• Manage front desk operations by maintaining a neat and organized reception area, handling deliveries and incoming/outgoing mail and packages, and greeting employees, customers, vendors, and other visitors with a friendly and professional demeanor. 
• Ensure office operations run smoothly by maintaining a professional, well-organized, well-stocked office, including the kitchen, common areas, and meeting rooms. 
• Manage and help maintain office-related contracts, such as cleaning services, supply vendors, and office equipment.
• Collaborate with the Office Operations team to develop and disseminate internal communications as directed by management, including updating the company intranet, documenting office policies and procedures, and producing the monthly newsletter.
• Partner with the Business Operations and Security teams to comply with and maintain company and local safety, emergency, and security protocols, including assisting with access control systems, emergency action plans, and general office maintenance.
• Collaborate with building management and vendors for facilities maintenance and promptly report and triage any office maintenance and repair issues.
• Assist the Business Operations team with the daily maintenance of conference room and common-space technology, including digital signage, Google Hangouts, Zoom Rooms, and conference telephones.
• Collaborate with the global 1RF team and employee resource groups to plan and host internal company events and social activities, fostering continued development of our community and inclusive culture. 
• Provide administrative support as needed to executive staff, which may include purchasing and invoice management, meeting scheduling, ordering food for meetings and events, and any other tasks that may arise.
• Ad-hoc support and projects as requested by management, including project management, event and meeting coordination, catering, and employee engagement activities and celebrations. 

What You’ll Bring to the Office Operations Coordinator Tole:

• 1+ years of directly relevant experience
• High level of proficiency with G Suite, ad hoc analytics, and other systems
• Experience using a Mac computer
• Excellent organizational and time management skills with the ability to multitask and prioritize tasks effectively
• Strong communication skills, both written and verbal, with a customer-focused approach
• Attention to detail and a commitment to maintaining a professional office environment
• Self-motivated to keep up with a fast-paced environment with a “can-do” attitude
• Willing to take on projects and follow them to the finish
• Ability and enthusiasm to learn new systems and skills
• Ability to work independently and as part of global teams, demonstrating flexibility, adaptability, and inclusion
• Problem-solving skills and a proactive approach to identifying and resolving issues
• Demonstrated ability to handle confidential information with discretion and integrity