Office Coordinator

ABOUT US:

As a world leading provider of integrated solutions for the alternative investment industry, Alter Domus (meaning “The Other House” in Latin) is proud to be home to 90% of the top 30 asset managers in the private markets, and more than 6,000 professionals across 24 jurisdictions. 

With a deep understanding of what it takes to succeed in alternatives, we believe in being different - in what we do, in how we work and most importantly in how we enable and develop our people. Invest yourself in the alternative, and join an organization where you progress on merit, where you can speak openly with whoever you are speaking to, and where you will be supported along whichever path you choose to take. 

Find out more about life at Alter Domus at careers.alterdomus.com  

Office Coordinator

Internal Grading: Senior Officer

Location: Jersey

Your role

Alter Domus is currently seeking a new Administrative Assistant to join our Office team.

As an Office Coordinator, you will be the first point of contact for our employees and office building suppliers and contractors ensuring a professional and welcoming environment. The role involves managing and co ordinating all related building and office operations, handling administrative tasks, invoices, notices, planning and communication and ensuring a smooth and professional service.

Your responsibilities

• Cover and oversee reception desk and support an office of 100+ employees.
• Professionally answer phones, provide assistance, take messages and transfer calls.
• Sort and distribute mail, manage inbound package deliveries and outbound couriers/ shipping.
• Monitor break room and conference room supplies and cleanliness;
• Monitor office equipment and supplies, maintain inventory and report ordering requirements;
• Coordinate meeting requirements, including catering deliveries, and meeting supplies; and
• Assist internal groups with event-planning coordination.
• Manage and report all maintenance duties, incidents, repairs with contractors, suppliers and quotations
• Manage the office BCP, fire warden duties and emergency response procedures.
• Co ordinate meetings and reporting issues with the Landlord and Their building Management.
• Monitor and report compliance checks and annual testing procedures and compliance in AD database system.
• Coordinate with IT and IT issues.
• Prepare welcome packs for new joiners and perform on- boarding team member experience.
• Support the group facilities team in reporting on ESG, energy, and utilities data.
• Communicate effectively with all team members and management within the office.
• Ensure the day to day office runs efficiently and smoothly.

Your profile

• At least 2 years of experience in a customer service or professional office environment.
• Responsive, friendly, professional, and proactive communication approach.
• Excellent written and verbal communication skills.
• High proficiency and accuracy in data entry and use of Microsoft Office Suite (i.e. Word, Excel, MS Teams and Outlook).
• Ability to visit multiple office areas, and run errands locally.
• Deadline-driven and highly organized workstyle with exceptional attention to detail; and
• Ability to quickly learn new concepts and excel in a fast-paced, dynamic team environment.

WHAT WE OFFER

We are committed to supporting your development, advancing your career, and providing benefits that matter to you. 

Our industry-leading Alter Domus Academy offers six learning zones for every stage of your career, with resources tailored to your ambitions and resources from LinkedIn Learning. 

Our global benefits also include:

• Support for professional accreditations such as ACCA and study leave 
• Flexible arrangements, generous holidays, plus an additional day off for your birthday!
• Continuous mentoring along your career progression 
• Active sports, events and social committees across our offices 
• 24/7 support available from our Employee Assistance Program 
• The opportunity to invest in our growth and success through our Employee Share Plan 
• Plus additional local benefits depending on your location 

Equity in every sense of the word:

We are in the business of equity, in every sense of the word. For us, this means taking action to ensure every colleague has equal opportunity, valuing every voice and experience across our organisation, maintaining an inclusive culture where you can bring your whole self to work, and making Alter Domus a workplace where everyone feels they belong. 

We celebrate our differences, and understand that our success relies on diverse perspectives and experiences, working towards shared goals and a common purpose. We take pride in creating a workplace where all our people are empowered to be truly invested in the alternative and bring their whole selves to work.

We are committed to ensuring a welcoming recruiting and onboarding process for everyone. Please contact our hiring team if you require any accommodations to make our recruitment process more accessible for you. 

(Alter Domus Privacy notice can be reviewed via Alter Domus webpage: https://alterdomus.com/privacy-notice/)

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