Office & Facilities Coordinator

Office & Facilities Coordinator

MISSION

To support and liaise with the Office & Facilities Manager to manage and ensure the smooth running of the Shiseido Group UK&I Head Office in London, including office facilities, maintenance, reception and day to day administration. This is a crucial role for the business as it is the first point of contact for all clients, guests and employees.

ABOUT SHISEIDO GROUP

Our mission : Beauty Innovations for a Better World

Founded in 1872 in Japan, Shiseido Group is within the Top 5 leading cosmetics companies in the world and aims to inspire a life of beauty and culture. Operating in 120 countries with 42,000 employees and 70 nationalities, Shiseido offers a unique selection of Skincare, Makeup and Fragrance brands with a projected turnover over £7.0bn in 2022. Celebrating 150 years of heritage in 2022, Shiseido constantly creates high-quality, safe and innovative cosmetics and develop brands deeply loved by people from all over the world, in line with our mission: Beauty Innovations for a Better World. Did you know that Shiseido is the most awarded company in terms of innovation with a record 26 FSCC Awards?

Shiseido UK & Ireland plays a central role in the EMEA region, leading the Digital acceleration agenda thanks to a team of local experts, but is also constantly reinventing its Retail footprint in this buoyant market.

To deliver our strong Growth & Profitability ambitions, we will follow 4 strategic streams

1. Leverage our unique portfolio of Beauty brands across all 3 categories

2. Stay agile and capture new retail opportunities

3. Customer-driven decisions

4. Create a great place to work in Beauty

Our first strength is Make-up, led by NARS, the No 8 brand in the UK market with incredible success globally.

Skincare is a key priority for expansion, with Shiseido having huge growth potential in UK&I, and also the spectacular launch of Clé de Peau Beauté in Harrods and H-Beauty. Drunk Elephant joined our portfolio at the beginning of 2021 bringing its unique tone of voice together with its amazing formulations. In 2023 we are planning to launch ULE a newly created Skincare brand with breakthrough credentials around Sustainability, as well as expanding Gallinée, our most recent acquisition from 2022 and specialized around skin microbiome.

We are also growing fast in Fragrance with brands such as Issey Miyake, Narciso Rodriguez, Tory Burch, Zadig&Voltaire and Serge Lutens.

Our clients include high-street retailers such as department stores, drugstores & chains as well as online pure players and specialty stores. We also have 4 boutiques and 3 direct e-commerce websites.

ABOUT SHISEIDO BRAND

Recently voted as No5 most trusted brand in Health & Beauty worldwide, Shiseido has defined the concept of beauty and spread its knowledge and power across the world. Heralding an army of devoted followers, we feel that by inspiring empathy, beauty can become a positive force in the world, and guide the next generation boldly into the future.

ABOUT CLE DE PEAU BEAUTE

Clé de Peau Beauté, the premier luxury skincare and makeup brand from Shiseido Cosmetics, was founded in 1982 as the ultimate expression of elegance and science. Forever guided by exquisite aesthetics and intelligence, Clé de Peau Beauté has instilled its products with modernity, enchantment, and dynamism to emerge as an industry leader in delivering radiance so remarkable, it emanates from within.

ABOUT DRUNK ELEPHANT

We are committed to using only ingredients that either directly benefit the health of the skin or support the integrity of our formulations. We never take into account whether something is synthetic or natural, instead choosing ingredients based on biocompatibility.

ABOUT NARS

Created in 1994 in New York by visionary makeup artist François NARS, NARS Cosmetics is one of the leading and most respected brands in the world of makeup artistry.

ABOUT DESIGNER FRAGRANCES

Shiseido Group’s fragrance brands are a collection of luxurious and exciting fragrance brands, which are amongst the leaders in the UK market. From the edgy Zadig&Voltaire to the sensual and effortless delicacy of Narciso Rodriguez; and the intriguing mix of natural and sophistication in Issey Miyake. In selected distribution, we also have the unique collection from the extraordinary perfumer, Serge Lutens and more to come to the market.

ABOUT ULE

At Ulé we are on a mission to promote botanical, conscious beauty, being the first skincare brand to grow its ingredients in our own indoor high-tech vertical farm.

Our formulas are obtained through an avant-garde method of culture that guarantees the purity and power of the plants to give you more resilient skin. We have created a sustainable way of beauty for those who want to enjoy life to the fullest, in harmony with the environment.

ABOUT GALLINEE

At Gallinée we believe in working with your microbiome to help it to look after you. Our products contain a patented complex of prebiotics, probiotics and postbiotics to nourish and support the good bacteria that make your own personal ecosystem. Helping them to look after even the most sensitive skin.

ORGANISATION

Reports to: Office and Facilities Manager

Job Location: Shiseido Group London Head Office

Contract type: Permanent

Key Responsibilities

• Manage all front-of-house services, answer the main switchboard and act as a first point of contact for employees and visitors to the office (based on reception in a fully office-based role).
• Oversee the meeting room space within the office, manage the booking system, assist with keeping rooms tidy and liaise with IT to ensure equipment is in full working order
• Manage building access passes and visitor booking system through the building management team
• Manage inbound deliveries, taking ownership of the post room and ensuring that deliveries are collected by relevant teams in a timely manner
• Manage sourcing and purchasing of catering, milk, fruit, stationery and postal/franking machine supplies in line with company budgets; work with the Office Manager to monitor and negotiate favourable prices
• Organise lunches for internal and external meetings including Thursday lunch for all staff
• Oversee maintenance and servicing of office equipment including Nespresso machine, Brita taps & franking machine, reporting faults and arranging call-outs when required
• Act as health & safety advocate around the office, helping to complete actions highlighted within the risk assessments in a timely manner and taking responsibility for health & safety supplies including First Aid kits
• Support the Office & Facilities Manager with facilities work, installations and the management of vendor contracts (cleaning, maintenance, confidential waste, etc.)
• Assist in raising and receipting POs for office expenses
• Assist in the organisation of company events and social activities
• Support ad hoc office requests by the wider office and leadership team

Person Specification

• 1-2 years’ experience in a similar role in a fast-paced office environment
• Strong communication and relationship-building skills
• Exceptional organisation and problem-solving skills with a can-do attitude
• A flexible nature and a willingness to step outside of job role to help other teams when required
• A warm, friendly and calm nature
• Ability to prioritise competing deadlines and work without close supervision
• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook)
• IOSH or Health & Safety qualification and a basic understanding of M&E (desirable)
• Alignment with the group’s “Trust8” working principles: Think Big, Take Risks, Hands on, Collaborate, Be Open, Act with Integrity, Be Accountable, Applaud Success

Job Segment: Facilities, Operations