Office Coordinator

Organizations across the globe rely on OneSource Virtual for Workday services, support, optimization, and consulting. We create solutions built on the Workday application that empower customers to become strategic HR organizations, then scales with them as they grow. To date, OneSource Virtual offers HR outsourcing, IT outsourcing, application optimization, and consulting services to 500+ customers that represent more than 35 percent of Workday’s customer base.

Position Summary/Objective
The Office Coordinator will be responsible to provide day-to-day administration support for the Derry office and Payroll department. This includes creating a professional first impression of the company and completing administrative tasks to support the UK teams. This position is based in the Derry, Northern Ireland Office

Essential Functions/Duties/Responsibilities

• Manages general office workflow with a strong sense of urgency and the ability to work independently while keeping momentum on time-sensitive projects.
• Provide Administrative support to the Management team and other employees.
• Assist with scheduling meetings (catering orders, refreshments, room assignments, etc.).
• Co-ordinate facilities maintenance with external vendors.
• Manage annual maintenance contracts.
• Proactively manage vendor contracts to obtain favourable renewal terms.
• Lead and Manage CCS (Community, Charity and Social) events and activities.
• Answer phone calls and greet visitors and staff.
• Manage vendor invoices
• Keep staff rooms stocked and organised.
• Place office supply orders for employees as required.
• Lead the organisation of special event activities.
• Arrange travel, transportation, and hotel accommodations as needed.
• Create and submit expense reports for executives and direct line manager.
• Assist with various tasks for other departments as needed.
• Manage Payroll customer documentation distribution, including

o Printing files such as Payslips, P45’s, P6-0’s and P11D’s.
o Running inserting and postage machines.
o Organising postage to customer employees.

• Monitor Payroll customer deadline requirements whilst liaising with Payroll Leadership to agree Payroll documentation distribution calendars and take the lead on delivering to dates..
• Manage Payroll distribution hardware supplier contracts in terms of maintenance and upgrades.
• Proactively manage Payroll documentation stationary, ink and peripherals as required.
• Manage all incoming Payroll mail and distribute accordingly.
• Keep up to date records of payroll documentation distribution.

Competencies

• Ability to work with minimal supervision while maintaining a sense of urgency.
• Ability to work collaboratively with peers and management teams.
• Energetic, self-motivated, organised and flexible.
• Professional demeanor and appearance.
• Strong multi-tasking skills and ability to take initiative.
• Strong communication and people skills.
• Communicates in a timely, effective and professional manner.
• Excellent communication, listening and problem-solving skills.
• Ability to work in a fast-paced, dynamic and ever-changing environment.
• Respectful of confidential nature of elements of role such as payroll informaiton.

Supervisory Responsibility

• This role does not have supervisory responsibilities.

Qualifications and Experience

• A-Level qualifications or equivalent experience.
• Minimum of 2 years office administration or receptionist experience.
• Proficiency in PC operation and related software such as Microsoft Office.

Preferred Skills

• Office management experience.

You are encouraged to learn and share ideas when you join the OneSource Virtual team. We reward innovative thinking, fresh perspectives, creative collaboration, and hard work. As an organization experiencing routine strategic growth, we are always on the lookout for intelligent, talented, and forward-thinking professionals to join our team. OSV employees enjoy a values-based culture, upward mobility, and professional development with opportunities of all kinds.