Office Coordinator

  • Company: Nicholas Kirkwood
  • Location: United Kingdom
  • Business group: Fashion & Leather Goods
  • Contract type: Permanent Job
  • Function: Facility Management
  • Experience required: Minimum 2 years
  • Reference No.: NKWD00080
  • Date of publication: 2019.08.15



>  Meeting and greeting guests ensuring you are representing the brand by welcoming them in, determining the nature of their business and announcing them to the appropriate person and providing refreshments
>  Following up on deliveries when required, distributing them internally
>  Arranging couriers ensuring the correct references are given at booking
>  Keeping the reception area, stationary room organised, tidy and fully stocked up
>  Answering and either handling callers' inquiries or forwarding calls as appropriate and also taking messages when required
>  Sorting and distributing all incoming post and deliveries, keeping an accurate log of all received
>  Assisting in planning and preparation of meetings, conferences and conference calls
>  Maintaining inventory of office supplies
>  Occasional secretarial support for the PA
>  Ordering and monitoring the use of supplies and equipment in order to anticipate needs
>  Booking taxis as required and supplying a reference at the time of booking
>  Occasional travel booking
>  Ensuring all Nicholas Kirkwood branded stationery, bags, boxes etc are ordered with the supplier
>  Ordering of all front of house supplies such as flowers, milk, water, fruit, candles, alcohol, Nespresso, housekeeping supplies
>  Create, maintain and regularly update the reception manual
>  Keeping all reception emails organised and filed as dealt with
>  Updating regularly and circulating the phone list to all personnel
>  Updating the visual identification document of all personnel keeping security team up to date
>  Updating the PA's contacts and diary regularly
>  Daily checks to all floors of the building to check that the photocopiers are fully stocked and working, and all phone lines are working correctly and all art is on and working correctly
>  Daily checks on the presentation, cleanliness and tidiness of the meeting rooms, the kitchen area, the bathrooms and encouraging employees to work


  • A fluent level in English is essential
  • Experience: minimum of 2 years' experience in a business analysis role preferably in ecommerce or multi-channel business
  • Analytical and solution orientated mindset
  • Entrepreneurial spirit, driven and dynamic
  • Team spirit, capacity and confidence to partner across all departments
  • Software: Excellent working knowledge of Microsoft Office, ideally some previous experience working with an ERP system , SAP or Retail pro knowledge would be a plus
  • Advanced excel skills
  • Excellent written and verbal communication skills
  • Results oriented, with a proven track record

Additional information

>  Providing effective front desk service by liaising with the PA and staff to identify their facilities related requirements and propose and manage cost effective solutions
>  Liaise and deal with suppliers, monitoring standards and ensuring agreements are adhered to, ensuring that the required standards are maintained both front and back of house and negotiation
>  Being first point of contact for all facilities queries and ensuring arrangements for all meetings and visits run smoothly
>  Managing key and lock changes to offices, including ordering of office supplies for individuals
>  Managing waste management in line with environmental requirements and confidential waste
>  Ordering and managing all furniture requests for the building
>  Carry out weekly walk rounds ensuring the building is in good order noting any defects, proposing solutions, coordinating and following up on all actions and making sure the PA has an overview
>  Monitoring service standards in the building including catering and cleaning highlighting areas for improvement and working on service level agreements with the PA
>  Liaising with building contractors to drive and follow up on approved work
>  Maintaining an up to date knowledge of Health and Safety process and procedure
>  Assisting in the compliance of the Health and Safety policy, safe working practices and best practice, liaising closely with HR
>  Attending meetings as required with suppliers etc
>  Recording and monitoring all costs and expenses for facilities budgets, processing invoices and producing ad hoc reports for the budgeting in conjunction with the PA and Finance
>  Effective teamwork, flow of information and multi skilling to provide cover across the team
>  Ensuring all service agreements are in place for all aspects of the building, that end dates are noted and renewals are processed in a timely manner
>  Ensuring the lift, fire alarm and extinguishers, and CCTV units are serviced regularly
>  Office inductions to new staff/ training where required and work with HR on starter packs etc


Fashion & Leather Goods

Houses with a unique heritage and young emerging brands make up this exceptional division. Each of their creations becomes an object of desire, imbued with timelessness.

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