Front Desk Coordinator

Front of House Administration

-Run the office operations in a professional and welcoming manner -Manage an efficient in-coming and out-going postal facility for the business including couriers, special deliveries and overseas requirements -Organise meetings and caterings on request -Manage services on request, such as taxi bookings, flower deliveries, etc. -Ensuring a smooth flow of information between departments -Order stationary and relevant supplies for office, including inventory management -Administrative tasks for functional operations to support organisational effectiveness and efficiency -Identify opportunities to continuously improve processes and procedures -Assist with researching new initiatives for the workplace environment -Support the development of the WPS vision and strategy -Developing close relationships with colleagues and the local team -Primary contact for service partners, suppliers and contractors -Execution of individual tasks, which essentially belong to the main purpose of the job role

Budget & Purchase Orders

-Arrange new vendors and catalogue entries in Oracle -Create POs and Capex POs in Oracle, approve and monitor the payments -Functional budget tracking - Oversee the budget and spend for WPS related items and assist management team with preparing & maintaining WPS budgets for each FY

Health & Safety

-Ensuring that health and safety policies are up to date and that the office is a safe place to work -Collaborate with the H&S Team for all safety topics and support with updating measures

Office Services

-Support other corporate departments like FM, IT or Projects with general administration tasks like eg. furniture orders/moves, technical support for IT issues and small WPS projects -First contact for third party service providers and landlord/Spaces Center Manager with the ability to forward requests to the correct internal departments or WPS supervisor for escalation -Support INT Comms or Wellbeing with the organisation of events for the office such as Summerfest/Winterfest etc. -Close collaboration with the Cultural Champion in Spain

Office Security

-Support with New Starter onboarding for all functions based in Madrid -Report any security issues to WPS supervisor -Run an efficient visitor Management

Continuous Improvement

-Support the WPS department where there is impact to cross European operational efficiencies

Knowledge, Skills and Attributes:

-Fluent in Spanish and English, Third Language welcome -Builds great working relationships with team and associates -Great office skills, MS Office software (Excel, Power Point etc.) and ability to learn new programs -Excellent communicator in written and verbal formats -Confident and with strong work ethic -Be able to work in a fast-paced environment -Performance focused with the ability to prioritise, and meet deadlines -Share important information in a timely manner with line manager

Able to Demonstrate:

-Proactive and highly motivated with a can-do attitude -Highly organised and efficient working style showing own initiative -Ability to make quick decisions and set priorities while remaining flexible -Hands on mentality