Role Purpose:
Location- Ruddington, Nottinghamshire
Level - Support Role
Department - Facilities
Working Pattern - In Office (5 days a week in the head office)
Benefits - Benefits at Ideagen
Salary - To be discussed at next stage
We’re looking for a proactive and organised Office & Facilities Coordinator to play a key role in keeping our Nottingham office running smoothly.
This is a varied, hands-on position that blends front-of-house responsibilities with practical facilities and office support.
You’ll be a visible and trusted presence in the workplace, helping to create a welcoming, safe and professional environment for colleagues, and visitors. Working closely with the Facilities Manager and cross‑functional teams including Operations, People and IT, you’ll be at the heart of our day‑to‑day office experience and operations.
Responsibilities:
In this role, you’ll support both the people and the place, ensuring everything works as it should and feels just right.
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Acting as the first point of contact for visitors, clients, contractors and deliveries, providing a warm and professional welcome
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Managing visitor access, meeting room readiness, catering coordination and front‑of‑house presentation
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Handling incoming calls, post and courier services efficiently and professionally
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Supporting office layouts, desk moves, furniture reconfigurations and event setups, including light manual handling
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Carrying out regular workplace walkabouts to identify maintenance needs, safety concerns or supply shortages
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Raising and tracking facilities requests, liaising with contractors and internal teams to ensure timely resolution
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Managing office supplies and consumables, monitoring stock levels and coordinating orders and deliveries
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Supporting health, safety and compliance activities, including onboarding tours, record‑keeping and parking administration
Skills and Experience:
You’ll thrive in this role if you enjoy variety, take pride in your environment and like being the go‑to person others rely on.
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Previous experience in an office coordination, front‑of‑house or facilities‑focused role
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Confident, approachable communication style with strong interpersonal skills
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Highly organised, with the ability to juggle multiple tasks and priorities
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Comfortable using Microsoft Office and learning new systems or software
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Proactive, practical and happy to roll up your sleeves when needed
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A strong eye for detail and commitment to delivering a positive workplace experience
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Professional and discreet when handling sensitive or confidential information
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Experience working with suppliers, contractors or facilities helpdesk systems is an advantage
If you enjoy creating well‑run, welcoming spaces and want a role where no two days are the same, this could be a great fit for you.
About Ideagen
Ideagen is the invisible force behind many things we rely on every day - from keeping airplanes soaring in the sky, to ensuring the food on our tables is safe, to helping doctors and nurses care for the sick. So, when you think of Ideagen, think of it as the silent teammate that's always working behind the scenes to help those people who make our lives safer and better. Everyday millions of people are kept safe using Ideagen software. We have offices all over the world including America, Australia, Malaysia and India with people doing lots of different and exciting jobs.
We’re building a future-ready team, and AI is part of how we work smarter. If you're curious, adaptable and open to using AI to improve how you work, you’ll thrive at Ideagen!
What is next?
If your application meets the requirements for this role, our Talent Acquisition team will be in touch to guide you through the next steps.
To ensure a flexible and inclusive process, please let us know if you require any reasonable adjustments by contacting us at [email protected]. All matters will be treated with strict confidence.
At Ideagen, we value the importance of work-life balance and welcome candidates seeking flexible arrangements. If this is something you are interested in, please let us know during the application process. Enhance your career and make the world a safer place!
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