Business Services Co-ordinator Vacancy

Business Services Co-ordinator, Richmond, South West London, Surrey

Reports to: Finance Director

What are we looking for?

A new position, pivotal to the success of our team. You will manage the issuing of all our commercial contracts and be accountable for the smooth running of the office environment, including equipment and IT. Additionally, you will ensure our online company information is up to date, maintaining content on our website and social media platforms.  An efficient and effective self-starter, you will be Technology/IT confident, have an ability to multi-task, and a willingness to own problems and implement solutions.

What sets Crossword Cybersecurity apart?

We are a team of 35 people with offices in Richmond, SW London and Kraków, Poland. This means you will always be close to the action and everyone has an opportunity to contribute to help shape our organisation. Despite our size, we are fortunate to have a very accessible Executive Management Team, brimming with business and industry experience and willing to share it. All this affords some fantastic opportunities for personal development. Find out more about working at Crossword on our career pages: https://www.crosswordcybersecurity.com/working-at-crossword/

Flexibility is valued at Crossword and whilst this role is anticipated to be full time, we are happy to consider flexible working proposals from candidates.

Please see the full role description and candidate specification for this role below along with details of how to apply.

Job Description

The Business Services Co-ordinator reports to the Finance Director. The role is accountable for the set up and smooth running of the office environment, ensuring that all staff and visitors have correct and fully operational equipment and a suitable, safe and secure environment to work in, managing suppliers and ensuring our obligations as a company are met. The role also takes responsibility for review and renewal processes relating to commercial contracts. Finally, the role is responsible for keeping our external information up to date, managing responses to general company enquiries and maintaining the content on our website and social media accounts.

Responsibilities

Management of commercial contract review and renewals:

  • Managing the review process for commercial contracts for Crossword UK, preparing and sending to external legal counsel for review, liaison between legal counsel and (internal) contract owner on issue and advice. Tracking process
  • Reviewing draft contracts prepared by the Office Administrator (OA) for accuracy of content where required
  • GDPR supplier assurance checks, determining data protection/info security requirements for contracts and ensuring these are included in contract terms. Ensuring internal contract owners provide appropriate additional documentation to suppliers/contractors (e.g. relevant company policies etc.)
  • Tracking and flagging renewals and co-ordinating the renewal process
  • Ensuring accurate records kept of above (supported by OA)

Office operations & IT/Phone support:

Office:

  • Responsible for office maintenance. Identify and address issues regarding the office and communal areas of the building. Source solutions and address maintenance issues in a cost effective and timely manner (or liaise with landlord’s agent where issues lie within their remit)
  • Manage landlord’s agent relationship, ensuring matters relating to the lease are dealt with appropriately, that we meet our obligations and that they act in accordance with their service level agreement. Liaise with other tenants in the building where required, maintaining relationships as appropriate
  • Responsible for management and review of service providers e.g. utilities, cleaning etc., proactively monitoring cost effectiveness and service levels
  • Responsible for Health & Safety (including fire safety) & security of office, ensuring we meet our obligations, identifying issues proactively and proposing solutions to the Exec Management Team (EMT)
  • Responsible for creating and maintaining office related policies including co-ordinating a review of Business Continuity (BCP) /Disaster Recovery Plan with other key stakeholders, and managing re-drafting and sign off of this
  • Ensuring all office related policies (including the BCP) are regularly reviewed and kept up to date, key stakeholders are consulted and changes are approved as appropriate
  • Responsible for devising and delivering staff training/updates and communication regarding office policies and any other office matters
  • Accountable for maintaining office environment, identifying areas for improvement, researching, costing and recommending options to EMT
  • Planning and allocation of desk space, pedestal, access etc. and maintaining & storing spare keys securely
  • Accountable for ensuring work stations meet basic requirements and work station assessments are carried out where necessary and any complex occupational health issues are flagged urgently to the HR Manager with recommendations for how to address (with external specialist support where required)
  • Issuing security passes and door keys, and return/safe storage of these

Phones:

  • Review of existing office phone system to identify if it meets current and future requirements. Introduce and maintain improved phone management (e.g. hunt groups, guidance on voicemail usage/set up, clarity of phone coverage)
  • Manage mobile phone supplier account – review allocation of current phones and ensure records are up to date. Review supplier agreement for suitability / cost effectiveness and make recommendations to the EMT
  • Accurately maintaining office number and mobile contacts list for staff
  • Managing issues relating to office and mobile phones – troubleshooting set up issues (with support from LSM or service provider where required), resolving service issues and handset issues with service provider

Onboarding:

  • Identifying whether new staff require mobile phones (subject to FD approval), ordering handset / allocating existing handset and ensuring this arrives ready for first day. Supporting staff member with set up of handset and ensuring all appropriate updates and security is installed
  • Liaising with line manager (and Local Security Manager (LSM) where required) to identify laptop requirements for new starters. Order or allocate kit, ensuring all relevant kit is identified, available and working for day one (e.g. screen/stand, keyboard and mouse, chargers
  • If own laptop or mobile phone is proposed for use, liaise directly with new starter regarding BYOD and acceptable use policy to ensure they are able to meet requirements. Raise any queries or concerns to the LSM/CISO. Also applies to existing staff switching to own device use
  • Manage laptop set up process co-ordinating with LSM to schedule set up activities in his diary and ensure set up is complete by day one. Support new starter logging on to their machine for the first time and any set up of passwords, connecting to printers, scanner etc. as required
  • Conduct IT orientation for new starters (e.g. Google Drive structure and best practice, use of Slack, ensure IT and security related policies are read and understood)

Management of ‘Assets’:

  • Accountable and responsible for maintaining an accurate asset register to include all IT and mobile phone equipment and security fobs/keys
  • Accountable for ensuring recovery of assets from leavers, including providing managers with a list of assets held by leavers and ensuring all kit is returned promptly and form completed. Also, responsible for return of keys and fobs from visitors
  • Responsible for managing actions required to prepare kit for use by others, working with LSM to ensure actions within his remit are undertaken
  • Responsible for secure storage of above, plus any other high value items in office

Access and general IT support issues:

  • Microsoft 365 license management and allocation
  • Management of instant messaging and social media groups (e.g. ensuring membership lists are accurate at all times) and support related to these applications
  • First line of support for troubleshooting IT issues and management of the internet service provider (ISP), escalating to LSM as required
  • Supporting LSM with any communications required (e.g. updates or actions needed from staff) – responsible for drafting and sending comms and chasing up or supporting staff with actions
  • Admin support as required for LSM/CISO for any IT related projects

Content management of website and social media accounts:

Under the direction of the EMT, the post holder will:

  • Maintain and update Crossword website content, proactively making suggestions for improvements/ additions/amendments
  • Manage Crossword’s social media accounts, uploading content and updates and making suggestions on content
  • Ensure website and social media content is consistent and complimentary
  • Responsible for Crossword website development as required
  • Responsible for ensuring admin access for all of the above is kept up to date and leavers’ access is removed in a timely manner

General:

  • Covering main phone and door when OA is at lunch
  • Cover for CEO diary critical issues when PA is absent
  • Managing info@crosswordcybersecurity inbox (with support from OA)

Person Specification

Essential:

  • Prior experience working in an office environment in a support, administrative or service delivery role
  • Proven track record of process improvement
  • Proven track record of taking end to end accountability for a process or service
  • Proactive, willing to take on new tasks and find solutions
  • Able to demonstrate strong problem solving ability coupled with sound judgement of when to escalate
  • Excellent and efficient organisational skills with proven ability to run multiple project/tasks simultaneously and meet deadlines
  • Confident drafting and reviewing formal documentation
  • A clear and confident communicator with excellent written and interpersonal communication skills
  • Great attention to detail
  • Ability to forward plan and spot risks, opportunities and threats and propose a course of action accordingly
  • Very confident working with technology and IT with a good understanding of IT/mobile phone security
  • Demonstrable aptitude for troubleshooting IT issues
  • Active user of social media tools such as LinkedIn, Twitter, Facebook etc.
  • Must have the right to work in the UK

Desirable:

Prior experience of one of more of the below would be advantageous but is not essential

  • Working in a facilities / office management environment
  • IT support or an interest in IT systems administration
  • Drafting contractual documentation or policies
  • Managing people or supervising junior colleagues

To apply, please send your CV and covering letter to ukcareers@crosswordcybersecurity.com.

Closing date for applications is Sunday 14th April 2019.