Office Coordinator

Office Coordinator

Location: Netherlands

This is a 6 month contract, working days will be Tuesday, Wednesday and Thursday.

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.

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.

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.

QUALIFICATIONS, SKILLS, KNOWLEDGE AND EXPERIENCE

• Working towards a recognised qualification  -Holds relevant professional qualification 
• Understanding of the function and
• responsibilities of Front of House/Reception in Facilities
• Management -Evidence of continuing professional development 
• High level of written and spoken English -A confident, outward-looking, proactive communicator
• Fully conversant with Microsoft Office suite (Outlook, Excel, and Word) -Awareness of H&S policy and practice
• Experience of working within Facilities Management and providing office services -Good interpersonal and communication
• skills, ability to liaise with a wide variety of people
• Ability to develop friendly, positive, and supportive working relationships with external and internal customers, and to provide them with excellent service -Excellent attention to detail, problem solving skills and ability to resolve complex issues
• Ability to exercise tact, diplomacy, confidentiality, and discretion as required for sensitive departmental and corporate matters -Ability to respond quickly and calmly to problems and transmit confidence and professionalism to customers
• Ability to coordinate multiple events, tasks and responsibilities and remain calm under pressure -Ability to assume responsibility for assignments and to perform them in accordance with minimal supervision

About Insight:

We believe that by giving you the freedom to think big and empower you to reach your full potential, together we will achieve the best outcomes.  Along with excellent benefits and a compelling reward package, we offer the opportunity to work in a supportive environment with a high level of autonomy and creativity - there’s a reason our average employee tenure is over 6 years.

We strive to display our three core values of Hunger, Heart, and Harmony every day. They represent and drive who we are here at Insight and by doing so we are doing amazing things. Insight started in a garage in 1988 and it is through harnessing our three core values that two brothers, Eric and Tim Crown, steered Insight to the Fortune 500 company it is today. We are now a Global IT Services and Solutions business, passionate about helping customers and the real people who sit behind them.

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.

A full job description will be provided upon application.