Office Coordinator

Brighton

About the?business?unit?
Mott MacDonald’s Premises Team are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.
Overview of the role
As Office Coordinator, you will be responsible for supporting the effective day to day operation of the office and ensuring that staff, visitors and clients receive a professional and welcoming experience.
You will act as the local point of contact for office-related support, coordinate front-of-house activities and help maintain a safe, functional and presentable working environment.
Alongside your primary Office Coordinator responsibilities, you will also provide support to the central Facilities Helpdesk. This will include responding to facilities enquiries, maintaining records and trackers, supporting central supplier administration and helping Office Managers and the wider Premises Team resolve facilities related issues.
The role requires excellent customer service, organisation and communication skills, together with the ability to balance local office priorities with central Facilities Helpdesk requirements.
Reporting directly to the Office Manager, with functional direction from the National Facilities Helpdesk Coordinator for helpdesk-related activities.
Duties and responsibilities include, but are not limited to, those listed below. The post holder will also undertake any other duties that may reasonably be required by the Company, Office Manager or the National Facilities Helpdesk Coordinator
Office coordination and front of house
- Manage front of house activities and provide a professional welcome to staff, visitors and clients.
- Handle switchboard calls, post, deliveries and general office enquiries.
- Meet and greet visitors and issue security passes in accordance with local procedures.
- Communicate local office inductions, emergency arrangements, first-aid information and other relevant workplace guidance.
- Coordinate meeting rooms, meeting resources and associated requirements.
- Monitor the general presentation of the office and help maintain a positive working environment.
- Monitor cleaning standards and report or follow up any concerns.
- Check that common facilities are functional and in good repair, reporting defects or maintenance requirements promptly.
- Provide administrative support to the Office Manager and wider Premises Team as required.
- Act as a First Aider and Emergency Warden.

Facilities Helpdesk coordination
- Act as a point of contact for facilities issues and enquiries from Office Managers, colleagues and service providers.
- Monitor the Facilities Helpdesk mailbox and ensure enquiries are recorded, acknowledged, allocated and progressed appropriately.
- Respond to routine enquiries and provide clear updates to requestors.
- Follow up outstanding actions with internal colleagues and external service providers.
- Maintain facilities trackers and accurate records relating to centralised contracts and service activity.
- Maintain relevant information on the Office Managers’ SharePoint page.
- Raise purchase orders for approved facilities services and suppliers in accordance with company processes.
- Support the verification and processing of central facilities invoices.
- Maintain accurate statutory building and compliance documentation in accordance with company requirements.
- Support Office Managers in preparing records and evidence for audits.
- Assist with monitoring the performance of central service providers against agreed service levels and key performance measures.
- Escalate urgent, overdue, safety-related or unresolved issues through the appropriate route.
- Attend supplier, contract or account meetings when required.
- Maintain confidentiality when handling facilities, supplier, financial and business information.

Candidate Specification
- Excellent customer service and people skills.
- Strong communication and organisational abilities.
- Proficient in Microsoft Office applications.
- Able to work independently and as part of a team.
- Accurate, proactive and detail focused.
- Able to manage multiple priorities and use initiative.
- Knowledge of Health and Safety in an office environment.
- Ability to handle confidential information appropriately.
- Commitment to continuous learning and development
- Ability to undertake manual handling duties