Business Center Coord

NewMarket; Bracknell; On-site; GBP 26,000 - 34,000; Full time

Job summary

NewMarket is seeking a proactive Administrative/Facilities Coordinator in Bracknell to support a busy business centre. You will liaise with facilities, IT and the restaurant, set up meeting rooms, greet visitors, and manage expenses and security.

A key part of the role is coordinating travel, HR activities, recruitment support and IT onboarding for new starters. You will handle admin across ELT, HR, IT, marketing and facilities, maintain content for the InfoShare page, and drive process

Qualifications

• Strong administration skills and proficient MS Office use.
• Ability to communicate effectively at all levels.
• Ability to prioritise workload and juggle multiple tasks.

Responsibilities

• Maintain the business centre 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 queries to the correct department.
• Make recommendations for improvement and implement new processes to support changing business needs.
• Maintain and develop content for the Business Centre InfoShare page.
• Book business meetings of all sizes, source venues, taxis, hotels, refreshments, restaurants and entertainment as needed.
• Coordinate company functions, seasonal events, and charity activities with HR/Events Committee.
• Be the main contact with the corporate travel agency for escalations and manage relationships with local suppliers.
• Support visa applications and prepare business invitation letters; assist visitors with taxi/hotel bookings.
• Provide confidential admin support to the ELT and arrange travel.
• Coordinate recruitment, update vacancy tracker, book interviews and assist with the new starter process.
• Support training and admin projects, including GDPR compliant scanning and shredding.
• Maintain car information and ensure adherence to the company car policy.
• Prepare purchase orders in SAP for Facilities and maintain the asset register on the facilities management system.

Skills

Administrative skills

MS Office

IT systems

Communication

Prioritisation

Customer contact

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