Northrop Grumman

Office Coordinator

10 Mar 2017
05 Apr 2017
Leanne Burgess
Clearance Level
Job Type
The Office Coordinator is primarily responsible for organising all office activities that ensure the smooth and safe running of the Clareville House office. In addition, this role will provide wider administrative support. This position is part of the Operations team and will report to the Operations Manager.

Main Tasks and Responsibilities:

The main tasks and responsibilities of this job are as follows:
  • Facilities Maintenance
    • Maintaining the condition of the office and arranging for necessary repairs
    • Main POC for Building Maintenance contract (DTZ)
    • Maintain the office floor plan, assignment of offices and office planning for existing and incoming staff
    • Coordination of staff moves as necessary
    • Negotiating and maintaining all facilities contracts including but not limited to: cleaning, stationery, building maintenance, security, coffee
  • Environmental, Health and Safety (EHS)
    • Primary POC for Clareville house EHS activities, working closely with the NGUKL EHS lead
    • EHS document control, storage and communication to local staff
    • Coordinating regular PAT testing for electrical equipment and safety devices
    • Senior fire marshal responsibilities, to include: maintaining fire procedures and equipment, training of office fire marshals, and leading fire drills
  • Security
    • Security screening of guests and visitors to Clareville House
    • Maintaining on-site badging records and requirements
    • Communication of security alerts
    • Maintaining and updating Clareville security procedures
    • Out of hours CCTV monitoring in the event of alarm activation and primary POC for alarm system maintenance
  • Supporting Pension Scheme Chairman
    • Acting as Secretary to two separate Pension Scheme meetings per year (total x 4)
    • Ad-hoc administration of pensions scheme activities
    • Maintaining soft and hard copy pension scheme documentation
  • Ad hoc
    • Support the Operations Manager as necessary on projects relevant to office requirements
    • Administrative assistant to the Director AS Business Europe
      • Arrange travel,
      • Complete expense reporting on a timely basis
      • Maintain diary requirements
    • Ordering and producing purchase orders through MS Dynamics for office requirement
    • Person Specification:
  • Excellent written and spoken communication skills
  • Strong computer literacy, including Microsoft Office products (word, excel, outlook, powerpoint)
  • Professional personal presentation
  • Ability to stay calm under pressure
  • Attention to detail
  • Good organisation skills
  • Courteous but firm when dealing with difficult customers
  • Efficient and well organised
  • Self-motivated and able to be innovative and think outside the box
  • MS Dynamics experience advantageous