Office Coordinator

hace 2 meses

Barcelona, España Gerson Lehrman Group A tiempo completo

**Job Summary**

The OC will provide regular administrative and facilities support. The position requires strong computer and internet skills. It also calls for flexibility, discretion, excellent interpersonal skills, and the ability to work well with all levels of management and staff.

In this role, the OC will report to the Regional Facilities Manager to assist with basic office support functions as well as help with coordination of in-office meetings and other types of events. There will also be opportunities to work on a variety of ad hoc projects.

**Responsibilities include (but are not limited to)**:

- Phone Coverage - answer/screen calls, relay messages. May serve as back up for other locations when volume dictates.
- Organizer - Coordinating and working closely with building reception team to streamline the guest arrival process. Maintain visitor and guest list.
- Innovator - Work closely with office operations and facilities team on innovative ideas for employee and guest experience.
- Assist with arrangement of fire drill, fire warden(s), first-aider, and necessary health and safety initiatives according to global and local standards.
- Local Resource - Be a resource for our guests and staff. Strong knowledge of transportation and amenities in the surrounding area.
- Scheduler - Assist with conference room calendars to book events and meetings. Responsible for full knowledge of meetings to prepare and organize rooms ahead of meetings.
- Coordinator - You will work with various vendors to assist colleagues and clients on many tasks. Outgoing shipments, room conflicts, business cards, etc. all go through you.
- Provide catering assistance (ordering and set-up) as needed.
- Maintain security of the office by issuing badges to new hires or contractors, and by notifying the building through proper administrative procedures.
- Submit invoices and receipts into the accounting system for approval.
- Assist HR with onboarding of all new hires.
- Keeping the common areas, break, mail, and storage spaces clean and well organized. Includes assistance with stocking the break area with snacks and beverages throughout the day.
- Respond to Facilities inquiries, and forward to the Regional Facilities Manager, for appropriate action.
- Administrative and other duties or tasks as determined by the Regional Facilities Manager.
- Mail circulation and worldwide shipping.

**Requirements**:

- Dependable and punctual
- This role requires full-time in-office attendance (5 days per week)
- 1-2 years of Administrative and/or Customer Service experience
- Experienced with Microsoft Outlook, Word, Excel, and Power Point
- The ability to handle all interactions and communications (verbal and written) with a high level of professionalism
- Ability to work well independently and be self-motivated
- Ability to multi-task and prioritize with careful attention to detail
- Fluent in Spanish and English (Catalan desirable)

**Other Highlights**:

- Competitive base salary and annual bonus with comprehensive benefits (including healthcare coverage, a contributory pension plan, 25 days annual leave plus bank holidays)
- Global tuition reimbursement to support GLGers who want to continue their professional education - A great team atmosphere with socials, off site activities and sports teams to join - An opportunity to contribute to GLG’s Social Impact Partners Programme

**About GLG / Gerson Lehrman Group**

GLG is the world’s insight network. Our clients rely on GLG’s global team to connect with powerful insight across fields from our network of approximately 1 million experts (and the hundreds of new experts we recruit every day).

GLG’s industry-leading compliance framework allows clients to learn in a structured, auditable, and transparent way, consistent with their own internal compliance obligations and the highest professional ethical standards. Our compliance standards are a major competitive differentiator and key component of the company’s culture.

Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

**EEO Policy Statement**:
Gerson Lehrman Group, Inc. (“GLG”) is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, race, religion, color, marital status, disability, gender, national origin, sexual orientation, veteran status, or any classification protected by federal, state, or local law.

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