Job Overview

Apply now Would you like to make a significant contribution to an international not-for-profit healthcare organisation? Then TOPRA has the role for you. The Organisation for Professionals in Regulatory Affairs is based in Docklands, London. Our members are healthcare regulatory professionals who help ensure the delivery of safe and effective medicines and medical technologies to market. The Role of Office Services Coordinator is all about supporting the various teams across the business as well as being our receptionist. You will: Meetings bookings Make meeting room reservations, set up room and supply catering/AV/other requirements, clear roomMake teleconference bookings, issue dial-in detailsProvide weekly and monthly summary of all internal and external meetings heldEnsure invoicing when requiredBook hotels and transport for Board members Office supplies Be responsible for stock control, ordering, receiving and putting away of catering, stationery and other office supplies Office services Have oversight of the offices to ensure they are clean and tidy. Maintain records of services, key dates, contact details etc. Organize supplier visits when needed and keep records as necessary, to include PAT testing, fire extinguishers, plants, maintenance calls etc Health and safety recordsManagement of cleaning servicesManagement of access control system Act as point of contact for Landlord and central office support Act as First Aider (training supplied) and Fire Warden Finance support Coding and data entry of invoicesCirculate invoices for approvalProcessing of credit card paymentsPCI systems conformanceFiling of supplier invoices and event invoices General Admin support Preparation and shipping of materials to conferencesOccasional attendance at conferences (v occasionally EU)Oversight of conference material storage and off-site archiving systems The skills, knowledge, qualification and experience that the job holder must have in order to perform the job successfully Excellent oral and written EnglishAbility to use customer management databasesExcellent organisational and administrative skillsExcellent Customer Service skills Planning & prioritising skillsBasic financial awareness and understanding: experience with Sage preferredGood knowledge of Word, Excel, Outlook and Powerpoint (Microsoft Office suite)Ability to work unsupervised but also to act as part of a team TOPRA values the diversity of its community and aims to have a workforce that reflects this. We therefore encourage applications from all sections of the community. We are committed to ensuring that all employees and job applicants are provided with equality of opportunity in employment. This commitment is reflected in our employment policies and practices, recognising the provision of equal opportunities as a matter of good management practice.

Key Requirements

Bookings Data Entry Not-for-profit Stock Control Oversight