Office Co-ordinator

The Office Co-Ordinator provides administrative support and coordination for the day-to-day operations, projects and company processes for Polarteknik UK. The role delivers assistance to all areas of the business where required.

Main Duties

· Provide administrative and clerical support for company stakeholders, to assist and strengthen business processes and day-to-day operations.

· Act as liaison between company departments, ensuring smooth communication and delivery of information in a timely manner.

· Plan, organize and manage own workload to ensure that deadlines for each department are met.

· Liaise with customers, suppliers and external parties as requested to ascertain information and updates where necessary.

· Process arising work paperwork for projects.

· Assist with processing and updating customer sales orders.

· Progress chase information for customer orderbooks and provide updates accordingly.

· Update orders on LeanKit.

· Collate and distribute the outstanding sales order list on a weekly basis.

· Assist with the Repairs process.

· Provide data entry and record keeping activities in line with departmental requests. · Provide Front-of-House services to the UK site, ensuring meetings and rooms are scheduled, prepared and equipped for all requirements.

· Welcome, meet and greet site visitors, ensuring compliance with company visitor sign-ins, records and face to face interaction.

· Deal with telephone and email enquiries and redirect to the appropriate person when necessary.

· Assist with the facilities management services for the UK site, including minor third-party service contract management and provision of refreshments items for the canteen area.

· Assist with any travel arrangements, including booking flights and hotels.

· Adhering to and assisting with the maintenance of the company ISO quality management system.

· Participating in company meetings when required.

· Assist with company, customer and supplier audits where necessary.

· Support staff and company in achieving compliance and adherence to safety regulations, legislation and company policies for the UK site.

· Support Polarteknik company values and objectives, aligning with Polarteknik OY and wider industry activities.

· Other ad hoc duties deemed applicable to the Office Co-Ordinator role.