Recorded Future
Office Operations Coordinator (Contractor)
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Recorded Future: Office Operations Coordinator
With 1,000+ intelligence professionals serving over 1,900 clients worldwide, Recorded Future is the world’s most advanced, and largest, intelligence company!
As the Office Operations Coordinator, you’ll be the go-to person for all office-related needs in London! Stationed at the reception desk, you will be the first person Futurists and visitors see when they arrive at our office, and you will be responsible for keeping the office running smoothly. This role requires excellent organizational and communication skills to maintain a productive and efficient workplace.
The ideal candidate will have a proactive nature, excellent organizational skills, time management skills, the ability to work independently and as part of a global team, and demonstrated communication experience with a service-oriented mindset. They thrive and succeed in a fast-paced, technology-driven environment with high standards and an inclusive community.
This is a great opportunity to work with an amazing team, learn about different aspects of the business (office management, IT, finance, security, and events), and help influence growth at one of the most sophisticated intelligence companies in the world. This is a hands-on environment, so be ready for anything!
What You'll Do in the Office Operations Coordinator Role
- Manage front desk operations by maintaining a neat and organized reception area, handling deliveries and incoming/outgoing mail and packages, and greeting employees, customers, vendors, and other visitors with a friendly and professional demeanor.
- Ensure office operations run smoothly by maintaining a professional, well-organized, well-stocked office, including the kitchen, common areas, and meeting rooms.
- Manage and help maintain office-related contracts, such as cleaning services, supply vendors, and office equipment.
- Collaborate with the Office Operations team to develop and disseminate internal communications as directed by management, including updating the company intranet, documenting office policies and procedures, and producing the monthly newsletter.
- Partner with the Business Operations and Security teams to comply with and maintain company and local safety, emergency, and security protocols, including assisting with access control systems, emergency action plans, and general office maintenance.
- Collaborate with building management and vendors for facilities maintenance and promptly report and triage any office maintenance and repair issues.
- Assist the Business Operations team with the daily maintenance of conference room and common-space technology, including digital signage, Google Hangouts, Zoom Rooms, and conference telephones.
- Collaborate with the global 1RF team and employee resource groups to plan and host internal company events and social activities, fostering continued development of our community and inclusive culture.
- Provide administrative support as needed to executive staff, which may include purchasing and invoice management, meeting scheduling, ordering food for meetings and events, and any other tasks that may arise.
- Ad-hoc support and projects as requested by management, including project management, event and meeting coordination, catering, and employee engagement activities and celebrations.
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What You’ll Bring to the Office Operations Coordinator Role
- 1+ years of directly relevant experience
- High level of proficiency with G Suite, ad hoc analytics, and other systems
- Experience using a Mac computer
- Excellent organizational and time management skills with the ability to multitask and prioritize tasks effectively
- Strong communication skills, both written and verbal, with a customer-focused approach
- Attention to detail and a commitment to maintaining a professional office environment
- Self-motivated to keep up with a fast-paced environment with a “can-do” attitude
- Willing to take on projects and follow them to the finish
- Ability and enthusiasm to learn new systems and skills
- Ability to work independently and as part of global teams, demonstrating flexibility, adaptability, and inclusion
- Problem-solving skills and a proactive approach to identifying and resolving issues
- Demonstrated ability to handle confidential information with discretion and integrity
Why Should You Join Recorded Future?
Recorded Future employees (or “Futurists”), represent over 40 nationalities and embody our core values of having high standards, practicing inclusion, and acting ethically. Our dedication to empowering clients with intelligence to disrupt adversaries has earned us a 4.6-star user rating on G2 and more than 50% of Fortune 100 companies as customers.
Want More Info?
- Blog & Podcast: Learn everything you want to know (and maybe some things you’d rather not know) about the world of cyber threat intelligence
- Linkedin, Instagram & Twitter: What’s happening at Recorded Future
- The Record: The Record is a cybersecurity news publication that explores the untold stories in this rapidly changing field
- Timeline: History of Recorded Future
- Recognition: Check out our awards and announcements
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We are committed to maintaining an environment that attracts and retains talent from a diverse range of experiences, backgrounds and lifestyles. By ensuring all feel included and respected for being unique and bringing their whole selves to work, Recorded Future is made a better place every day.
If you need any accommodation or special assistance to navigate our website or to complete your application, please send an e-mail with your request to our recruiting team at careers@recordedfuture.com
Recorded Future is an equal opportunity and affirmative action employer and we encourage candidates from all backgrounds to apply. Recorded Future does not discriminate based on race, religion, color, national origin, gender including pregnancy, sexual orientation, gender identity, age, marital status, veteran status, disability or any other characteristic protected by law.
Recorded Future will not discharge, discipline or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant.
Recorded Future does not administer a lie detector test as a condition of employment or continued employment. This is in compliance with the law of the Commonwealth of Massachusetts, and in alignment with our hiring practices across all jurisdictions.
Recorded Future maintains a drug-free workplace.
Note: Our interview process for all final-round candidates requires a mandatory in-person interview or a live, scheduled video conference with the hiring manager. We do not conduct interviews via instant messaging or text. All communications during the application process will come from individuals within our HR department via their Recorded Future email address.
Notice to Agency and Search Firm Representatives: Recorded Future will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Recorded Future, including those sent to our employees or through our website, will become the property of Recorded Future. Recorded Future will not be liable for any fees related to unsolicited resumes.
Agencies must have a valid written agreement in place with Recorded Future's recruitment team and must receive written authorization before submitting resumes. Submissions made without such agreements and authorization will not be accepted and no fees will be paid.
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