Business Center Coord

G-Afton Chemical, LTD; Bracknell; On-site; GBP 23,000 - 32,000; Full time

Job summary

G-Afton Chemical, LTD in Bracknell is seeking a proactive admin and facilities coordinator to support the business centre, HR, IT and events.

You will manage meeting room bookings, vendor relationships, travel arrangements, and basic SAP purchase orders, ensuring smooth daily operations and a high standard of service across all functions.

The role involves coordinating with security, helping with GDPR-compliant document handling, and assisting ELT travel and diary management.

Qualifications

• Experience in admin/office support.
• Strong knowledge of MS Office and IT systems.
• Ability to communicate effectively at all levels.
• Ability to prioritise workload and manage several activities at once.

Responsibilities

• Maintain front-of-house operations and liaise with facilities, IT and the restaurant as needed.
• Set up meeting rooms in advance and provide support throughout as required.
• Meet and greet 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.
• Coordinate health and safety activities and fire assembly for the Business Centre.
• Maintain and develop content for the Business Centre InfoShare page.
• Book business meetings of all sizes both on and off site; source venues, taxis, hotels, etc.
• Coordinate company functions and charity activities with HR/Events Committee.
• Be the main contact with corporate travel agency; manage relationships with suppliers; support visa applications.
• Provide confidential admin support to the ELT and support travel arrangements.
• Coordinate work experience, support recruitment, training tracking and onboarding processes.
• Prepare SAP purchase orders; maintain asset registers and admin projects.
• Assist with IT starter processes including security cards.
• Maintain distributor portal (Marketing).

Skills

MS Office Proficiency

IT Systems Knowledge

Communication Skills

Prioritisation

Attention to Detail

Tools

SAP

Job description

• 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