Business centre
- Ensure the business centre is maintained to a high standard, liaising with facilities, IT and the restaurant as needed.
- Set up meeting rooms in advance and provide support throughout as required. Trouble shoot routine technical queries.
- Meet and greet all visitors in a friendly and professional manner.
- Maintain supplies and process related expenses.
- Monitor security cameras for front of house and manage secure entry to the building.
- Actively participate in health and safety activities and be the Fire Assembly Coordinator for the Business Centre.
- Maintain a basic, but up-to-date understanding of company products and personnel to redirect incoming queries to the correct department in a professional and timely manner.
- Make recommendations for improvement, and in agreement with the HR Manager, implement new processes to enhance the smooth running of Business Centre activities in support of changing business needs.
- Maintain and develop content for the Business Centre InfoShare page.
Event coordination
- Book business meetings of all sizes both on and off site. Source venues as required. Book taxi’s/coaches, hotel rooms, refreshments, restaurants, and entertainment as needed.
- In conjunction with HR/Events Committee, coordinate company functions, seasonal events, and support charity activities.
Travel
- Be the main contact with the corporate travel agency for escalations.
- Manage relationships with preferred supplies for local hotels, taxis, and restaurants.
- Support visa applications and prepare business invitation letters.
- Support visitors with booking taxis and hotels.
Administrative support to ELT
- Provide confidential admin support to the ELT and support travel arrangements.
HR
- Coordinator work experience, working with HR, H&S, IT and school liaisons.
- Manage long service award process.
- Support recruitment, including updating the vacancy tracker, booking interviews, and assisting with the new starter process.
- Support training, including updating the training tracker, booking certified training and coordination of meeting rooms and candidate invites.
- Assist with admin projects, such as scanning and shredding documentation in accordance with GDPR.
- Maintaining car information, ensuring adherence to the company car policy.
Facilities
- Prepare purchase orders in SAP for the Facilities and wider resources teams.
- Maintain the asset register on the facilities management system.
- Support admin projects as required.
IT
- Assist with the new starter process, including setting up and maintaining security cards.
Marketing
Maintain the distributor portal.
SKILLS AND EXPERIENCE:
- Preferably, some experience of working in either a business centre, event coordination or travel role, with direct customer contact.
- Strong administration skills, with a good working knowledge of MS Office and proficiency in using various IT systems.
- Ability to communicate effectively at all levels.
- Ability to prioritise workload and manage several activities at once.
- Ability to work accurately and calmly with interruptions.
PERSON SPECIFICATION
- Comfortable and confident to work with minimal supervision.
- Good communicator both written and verbal – friendly, professional, and concise.
- Confidential and decreet.
- Flexible team player.
- Enthusiastic, reliable, and proactive.
- Enjoys supporting various functions with administrative tasks
