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Office Facilities and Administration Coordinator

Published 12 June 2024
£24000.00 - £25000.00 per annum
Leicester, Leicestershire
Job Starts: 12th June 2024
Office and Commercial Support

Job Description


Macildowie are currently recruiting for an Office Assistant working for a business based in Leicester. An exciting and challenging role reporting directly to the HR & Facilities Manager, the position
involves assisting in the day-to-day running of the head office. This includes developing new
initiatives and ensuring departmental KPI's are achieved.

This is a full time permanent position.


Ensure that the building is opened and closed at the appropriate hours of the
day, enabling staff to begin work at their stated times.

Ensure all calls to the company switchboard are answered

Ensure that all visitors are greeted and dealt with promptly.

Open and distribute the post each day and manage all deliveries to the office.

Management of bookings of meeting rooms.

Management of meeting rooms with regards to set up and clearance.

Weekly parking rota compilation to strict deadlines.

Liaising with all contractors associated with the office, e.g. cleaners,
maintenance personnel

Liaising with all utility providers associated with the office.

Ensuring that stationery is well stocked and controlled

Assist with the administration of HR records for sickness and absence

Company secretarial maintain the Society share register and ensure share
certificates are produced in a timely manner to enable signature at Board

Management Board organize hotel bookings and catering for meetings,
including the Management Board Committees and Annual General Meetings

Health & Safety ensure the Society office is a safe environment

Company Vehicles collate monthly mileage records for all Company vehicles

Driving licence checks arrange checks on an annual basis

Data compilation for ESG utilizing portal to compile information required to measure
the Society carbon footprint

To provide secretarial and general support to the CEO & directors as required

To provide support to the Senior Management team as required

To provide any other duties deemed appropriate to effectively fulfil the role

To become a trained first aider for the business


Self-motivated to operate with limited supervision in a disciplined and organised way
Must have a professional attitude
Ability to able to delegate, manage and motivate your team
Must have the ability to organise and prioritise to meet strict deadlines
Must possess a can-do attitude to work
Must be persistent and thorough
Must be proactive and quick thinking
Capable of working under pressure to meet necessary deadlines
Willingness to accept constructive criticism and handle pressure in a professional manner
Must have ambition, desire and commitment to succeed
Multitask management of initiatives and activities both personal and team

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Macildowie are a recruitment business working on behalf of a client to recruit this role. Your personal data may be forwarded to that client company as part of the application process.

If you would like information on how we will process your data please go to our website ( and view our fair processing notices which are located at the bottom of the page under privacy policies. Within the fair processing notice for Candidates there is guidance on how to amend your contact preferences or exercise your rights relating to personal data. We can't provide direct links as email address and website urls within our job adverts are removed by some of the websites on which we advertise.

Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at

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