Office Support & Graphics Assistant

ABOUT XCO2

A successful, friendly low carbon environmental and building services consultancy, based in a beautiful central London office, is seeking to appoint an Office Support member to join our team. The company is young and dynamic, with a relaxed, friendly and diverse work environment. Our staff get engaged in regular social activities and build lasting relationships. More information available here: https://xco2.com/about/culture

ABOUT THE ROLE

The role is a full-time position working within our existing Operations Team to support office administration and support functions. This crucial and wide-ranging role combines day-to-day coordination of the core operational functions of the organisation and would be suited to a proven well-organised multi-tasker with experience of working in creative environments. In addition, the role would involve creating, developing and improving graphics and other related material such as diagrams, presentations and brochures.

MAIN RESPONSIBILITIES OF THE ROLE

General Administration and Coordination

• Maintaining smooth running of office including supplies of stationery, cleaning and other office supplies and ensuring everything is in good working order.
• Sorting incoming post/courier deliveries.
• Welcoming clients/guests and offering refreshments.
• Taking and transferring incoming calls, taking messages as required.
• Providing administrative support to all office staff as needed.
• Supporting day-to-day issues with IT systems and software, ensuring any issues are resolved efficiently by external IT support company.
• Assisting with organisation of events such as the staff Christmas party.
• Any other relevant ad hoc admin tasks.
• Maintain communication with line manager and Operations Team, keeping them informed of progress and seeking assistance to address any issues.
• Managing own time: estimating resource required to complete tasks assigned and ensuring delivery to task and deadlines.

Project Administration

• Setting up and updating projects on Harvest (project management software), Zoho, and Google Sheets.
• Creating new project folders and archiving completed project folders.
• Monitoring staff timesheets.
• Raising, issuing, and logging invoicing, and assisting Credit Control.

Marketing and Business Development Administration

• Work with and support the Marketing and Bids Manager in carrying out their marketing, public relations and business development duties.
• Support the graphics and marketing output of XCO2 including graphics for project presentations, social events, competitions, company profiles and brochures, tendering packs and bids as well as material for our website and social media.
• Support the marketing lead in producing project presentations and competition graphics, as well as updating the website as needed.
• Support with coordination of the company’s marketing events, such as parties and launches.
• Assist with updating report formats and templates for the company.
• Assist with monthly internal newsletter.
• Assist with graphics library maintenance.

Human Resources

• Maintaining daily staff attendance, including lateness records, holiday leave and sick leave.
• Assisting with the onboarding of new team members, including setting up IT equipment.
• Booking staff training when appropriate.

CANDIDATE REQUIREMENTS

Required Qualifications and Experience:

• Must have a minimum of bachelor’s degree.
• Ideally experience in a similar role or customer service within the retail or hospitality sectors.
• Excellent knowledge of Microsoft Office Suite; Outlook, Word, Excel, PowerPoint.
• Excellent communication skills.
• Excellent organisation and timekeeping.

Required Key Skills:

• Communication – Excellent written and oral communication skills and capable of presenting ideas clearly.
• Drive – Highly motivated, pro-active, enthusiastic and ambitious.
• Organised – Efficiency in tackling tasks and prioritising them.
• Industry knowledge and commercial awareness – Ideally show knowledge and interest in low carbon design and innovation.
• Project management – Ability to manage and prioritise own work and tasks independently, with the support of the Operations Team where necessary.

Additional Desirable Skills:

• Working knowledge of Adobe Suite; InDesign, Illustrator, Photoshop.
• Knowledge of Sage accounting software. Training will be provided.
• Experience in web design, in particular WordPress.

WORKING HOURS

This role is located in Farringdon, London, and is full time role (40 hours per week); Monday to Friday, with 3 days per week in the office and the ability for the remaining days to be worked remotely.

XCO2 operate flexible working hours, so long as this is 8 hours per day between the hours of 8am and 7pm with core hours between 10am and 5pm each weekday.

9-day Fortnights – currently employees get every other Friday off, without impacting the number of hours worked on other days, holidays or salary.

To view the full job description, please click here –> XCO2 – Office Support & Graphics Assistant JD

APPLICATION INSTRUCTIONS

TO APPLY, PLEASE SEND YOUR (up-to-date) CV AND COVER LETTER to: George.Belle@hackney.gov.uk

Your cover letter should cover the below points:

1. What you are applying for and why.
2. Why do you want to work with XCO2?
3. What qualifications do you hold that are relevant to this position? (please refer to the candidate requirements points)
4. What EXPERIENCE, SKILLS and KNOWLEDGE will you bring to the position? (please refer to the candidate requirements points)
5. What personal qualities do you have that will be useful for this position?