Reports to: Board Liaison, HR and Office, Director
The Office Services Associate performs a wide variety of office and facilities related duties which includes providing a high level of customer service and support, while consistently producing an excellent work product. The Office Services Associate provides a critical function to the day-to-day support team and should be someone who will establish themselves as a go to person within the office.
Duties and Responsibilities
Maintain office supplies inventory, including furniture; anticipate needed supplies, including PPE; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
Sort and distribute daily mail and packages
Stock and organize pantry spaces
Management of relationships, contracts, price negotiations, etc. with vendors and service providers
Ensure that office equipment is continuously operational
Take lead on general appearance of office, including walk around, compiling checklist for maintenance issues, and placing maintenance requests with vendors and building management
Maintaining the condition of the office and arranging for necessary repairs (signage, organizing storage, waste disposal, issues re air-con, door access, cleaning, assisting re archiving, etc.). contacting and arranging old IT equipment given to charity (along with IT)
Supporting and assisting Health & Safety within the office, e.g., risk assessments, fire drills, etc.
Monitor any issues that could affect the day to day in the office, e.g., COVID-19 rules, tube strikes, protests, weather, etc.
Assist in managing Emergency notification system
Assist Conferences and PA team with set-up, food deliveries, etc.
Help prepare office workstations for new hires
Coordinate logistics for new hires and visiting overseas staff: security passes, desks, spare phone numbers, informing staff and PAs, spreadsheet, etc.
Assist in management of Condeco room bookings system
Assist with large distribution and print jobs and other need request from various ISDA departments
Other related projects and duties as requested
Assist and support in organizing office staff events, e.g., Christmas lunch, Away Days – finding venue, approvals, coordinate and logistics, inform staff
Relevant Skills and Abilities
Ability to be flexible in day-to-day tasks and responsibilities
Taking initiative to anticipate and deal with office issues
Strong appreciation for punctuality and attendance, demonstrating work effectiveness, persistency, and commitment to task completion- Professional, organizational and time management skills
Excellent written and verbal communication skills
Proven ability to prepare high quality documentation and the capacity and confidence to deal with a wide range of individuals from vendors to ISDA employees
Qualifications & Experience
Bachelor’s degree in any discipline is preferred
Candidates should have at least 3-5 years’ experience in an office services or facilities role
Expertise with Microsoft Office Suite with particular focus on Outlook, Excel and PowerPoint required
Since 1985, ISDA has worked to make the global derivatives markets safer and more efficient. Today, ISDA has more than 960 member institutions from 78 countries. These members comprise a broad range of derivatives market participants, including corporations, investment managers, government and supranational entities, insurance companies, energy and commodities firms, and international and regional banks. In addition to market participants, members also include key components of the derivatives market infrastructure, such as exchanges, intermediaries, clearing houses and repositories, as well as law firms, accounting firms and other service providers. Information about ISDA and its activities is available on the Association’s website: https://www.isda.org/ . Follow us on Twitter @ISDA.
ISDA offers a great work environment, with competitive salaries and excellent benefits.
Retirement – 10% Non-Contributory
Life, disability, and accident insurance
Healthcare – medical (AXA)
27 days holiday per year
Maternity, paternity, and shared parental leave
Education – ISDA offers a yearly training calendar across all offices