Office Coordinator

**Overview**

Promethiem is a global investment and technology commercialisation firm.

For over a decade, we’ve been at the forefront of cutting-edge technology, working with startups across a range of sectors, including property, publishing, information, storage and security. We enable new opportunities through investment, IP and further business services.

We’re growing at lightening pace and are looking for exceptional people who can help us realise our ambitions. As we build the future of tech, it’s an exciting time to join us.

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**The role**

We are looking for an intern to join our Workplace team as an **Office Coordinator for 6 months.** After successfully completing your internship you have the opportunity to stay in this role on a permanent contract.

You will be responsible for ensuring that operations run effectively and efficiently, adding maximum value to the organization. You have strong attention to detail and the ability to tackle competing priorities, thriving and facilitating operational success by providing a wide range of services in a fast-paced, multi-tasking work environment.

**_ Key responsibilities _**
- _Main _point of contact at front of house reception where all internal and external visitors will be greeted and assisted in a courteous and professional manner.
- Proactively ensure that the office (and its facilities) is maintained in a clean, tidy and secure condition (eg. empty the dishwasher, daily refill of supplies, clear up/set up the meeting rooms, etc.)
- Maintain a good relationship with internal and external stakeholders (e.g. heads of department, cleaning company, etc.)
- Meeting room management for the office incl. C-level Management
- Create and maintain an electronic filing system for work transparency and efficiency
- Responsible for mail duties, including distributing post/packages to staff, sending mail, booking local couriers, and international shipments.
- Manage office services, such as travel, accommodation, supplies, asset management and disposal of assets.
- Assist with new starters, visitors, contractors, and leavers - in line with security restrictions.
- Assist with office security, alarm systems and evacuation procedures.
- Ensure sufficient stock of office supplies and place orders, including stationery, printer supplies, and kitchen supplies.
- Conduct induction office tours for new starters.
- Update content in our internal intranet
- Assist the Workplace Manager in coordinating company building management tasks and maintenance services.
- Coordinate and work together on tasks with team members from our offices in the UK, Spain and Germany.
- Organize company events, workshops and catering
- Thrive in making the office a pleasant and inspiring place to work.

**Key requirements**
- Ability to adapt and provide support in a fast-paced, customer-focused environment.
- Fluency in English and high proficiency in German, both written and spoken.
- Great communication and organisational skills, ability to multitask, and willingness to learn and grow.
- Self-motivated & resourceful.
- Flexible, driven and team-oriented.
- Continuous Improvement and agile mindset part of your DNA.
- Ability to work under pressure, handle multiple tasks, and meet tight deadlines.
- Hard worker and a proactive problem solver.
- Well-presented and professional with a friendly and positive manner.