Operations Assistant - London, United Kingdom - Mercy Corps

Mercy Corps

Verified Company

London, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location:
London, UK - daily office presence expected (flexible remote work on occasion based on business need)

Position Status:
Full time, permanent

Salary:
The starting salary range for this position in the UK is 24,400 GBP commensurate on professional experience

About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible.

To do this, we know our teams do their best work when they are diverse and every team member feels that they belong.

We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Position
The Operations Assistant is the primary point of contact between Mercy Corps and our serviced office provider in London.

This role will be responsible for the smooth day-to-day running and administration of the Mercy Corps London office as well as providing operational support to our team members across Europe.

Responsibilities include upkeep of front of house standards, acting as point of contact within serviced office, arranging and setting up meeting rooms, mail and courier services, sand general administrative and travel support.

Essential Responsibilities

FACILITIES POINT OF CONTACT

Provide friendly, efficient and effective operational support for team members across all European office locations (Edinburgh, London, The Hague and Brussels) as well as team members based remotely across Europe.
Main point of contact from Mercy Corps with London Serviced Office Provider and wider building. Establish a close working relationship with Serviced Office provider and building security teams answering queries and reacting to requests as necessary.
Monitor and respond to enquiries into Operations, Onboarding and Travel inboxes
Provide support and guidance on all Operations functions including but not limited to: Health and Safety, ergonomic workstation assessments, travel, mobile phones and facilities
Issue and provide support for mobile phones
Provide user and site admin for desk booking system
Support reporting on office usage
Other duties as assigned or requested.

LONDON OFFICE WORKSPACE

Act as onsite point of contact for Health and Safety and fire safety/
Greet visitors upon arrival; provide a welcoming, friendly and professional first impression of Mercy Corps in London.
Ensure phones are answered promptly, properly, and efficiently; take messages and direct calls.
Sort and distribute incoming and outgoing mail and packages. Includes managing external courier suppliers.
Coordinate with serviced office on any repairs or required maintenance.
Serve as the focal point for coordination of visitors (both internal and external to Mercy Corps), including setting up schedules and providing primary logístical support.
Assist with the setup of and clean up for events as requested, including board meetings, field staff visits, outreach and development events, and delegation itineraries.
In line with the Internal Visitors Procedure, ensure that visitors passes are managed efficiently.
Coordinate bookings of meeting room space with serviced office provider and keep accurate records of room bookings.
Along with the rest of the operations team, ensure that the process for visitors; meetings and events is properly adhered to.
Along with rest of the operations team, provide catering consulting and coordination and help to provide coordination for office events both internal and external.
Provide coordination inperson team events including attendee management, interaction with external venues.
Coordinate with IT team and Executive Office on monthly All Europe team meetings as requested.
Order and stock office and kitchen supplies.
Responsible for appearance standards throughout the office.

MCE TRAVEL & TRAVEL EMERGENCY MANAGEMENT

Assist with travel bookings as requested and provide cover on travel inbox during periods of leave.
Provide travel advice in line with Mercy Corps in Europe Travel Policy

ONBOARDING AND OFFBOARDING

Along with the rest of the Operations team ensure that the Onboarding Procedure is followed to ensure all new team members are onboarded efficiently.
Complete New Start and Leavers forms
Support Operations Coordinator to schedule onboarding sessions.
Act as point of contact for new team members joining in the London office.
Facilitate Operations; Travel and Health & Safety onboarding sessions as required

ASSET REGISTER AND MOBILE PHONES

Ensure asset register is updated and accurate.
Ensure all mobile devices are kept up to date on asset register and billing platform
Ensure mobile phone bill is processed on a monthly basis

Supervisory Responsibility
None.

Accountability

Reports Directly To:
Head of Operations & Data Protection

Works Directly With:
European Operations team, Senior IT Infrastructure Manager, IT Support Officer, HR team, External Travel Management Company,

**Accountability to Participants