Office Co-Ordinator

Pontoon; Birmingham; Hybrid; GBP 20,000 - 26,000; Full time

Job summary

Pontoon in Birmingham is seeking an organised Office Coordinator to support a high-profile programme team. You will be the face of the office, handling visitor liaison, facilities, and day-to-day operations to keep the workplace welcoming and efficient.

The role is office-based Monday to Thursday with Friday work from home, on a six-month contract. You will coordinate bookings, supplies, inductions, and health and safety processes, delivering a first-class workplace experience.

Qualifications

• Experience in an Office Coordinator/administration role.
• Strong customer service and stakeholder-management skills.
• Excellent organisational and administrative abilities.
• Ability to work independently and proactively manage priorities.
• Attention to detail and professionalism in a busy workplace.

Responsibilities

• Act as first point of contact for visitors and colleagues.
• Manage meeting rooms, bookings and workplace facilities.
• Conduct daily office checks to maintain high standards of spaces.
• Support visitor management, site access and office admin activities.
• Manage office supplies, refreshments and hospitality needs.
• Coordinate deliveries, post, catering and workplace services.
• Assist with induction and onboarding for new starters.
• Liaise with cleaning teams and facilities contractors to resolve issues quickly.
• Support health and safety processes and compliance records.
• Provide basic troubleshooting for meeting room tech and booking systems.

Skills

Customer service

Stakeholder management

Organisational skills

Independent work

Tools

Microsoft Office

Job description

Birmingham (Office-Based Monday to Thursday | Work From Home Friday)
Initial 6-Month Contract
Business Support | Facilities | Workplace Experience

A fantastic opportunity for an organised, customer-focused Office Coordinator to become the face of a busy office environment and play a key role in keeping day-to-day operations running smoothly.

We're recruiting on behalf of a major UK infrastructure organisation for an Office Coordinator to support a high-profile programme team based in Birmingham.

This is a highly visible role that would suit someone who enjoys helping others, building relationships, and creating a professional and welcoming workplace environment. You'll be the go-to person for colleagues, visitors, facilities providers and workplace support activities.

Why Apply?

This is more than a traditional administration position.

You'll become the central point of contact for a busy office, ensuring colleagues have everything they need to work effectively while providing a first-class workplace experience for employees, visitors and stakeholders.

The role would be ideal for candidates from backgrounds such as:

• Office Coordinator
• Office Administrator
• Workplace Coordinator
• Facilities Coordinator
• Team Administrator
• Reception & Facilities Coordinator
• Business Support Administrator
• Front of House Coordinator

What You'll Be Doing

? Acting as the first point of contact for visitors and colleagues within the office.

? Managing meeting rooms, bookings and workplace facilities to ensure everything operates smoothly.

? Conducting daily office checks to ensure meeting rooms, communal areas and facilities are maintained to a high standard.

? Supporting visitor management processes, site access and office administration activities.

? Managing office supplies, stationery, refreshments and hospitality requirements.

? Coordinating deliveries, post, catering and workplace services.

? Supporting new starters with workplace inductions and office onboarding.

? Liaising with cleaning teams, facilities providers and contractors to resolve workplace issues quickly and effectively.

? Assisting with workplace health and safety processes, records and compliance activities.

? Providing basic troubleshooting support for meeting room technology and booking systems.

What We're Looking For

Essential Experience

• Previous experience in an Office Coordinator, Facilities Coordinator, Administration or Workplace Support role.
• Excellent customer service and stakeholder management skills.
• Strong organisational and administrative abilities.
• Ability to work independently and proactively manage priorities.
• Strong attention to detail and pride in maintaining a professional working environment.
• Good knowledge of Microsoft Office applications.

Personal Qualities

We're looking for someone who:

? Loves helping people and providing excellent service.

? Is approachable, professional and confident communicating with stakeholders at all levels.

? Takes ownership and proactively solves problems.

? Is highly organised and dependable.

? Can be trusted to handle sensitive and confidential information with discretion and integrity.

Pontoon is a disability-confident employer. It is important to us that we run an inclusive and accessible recruitment process to support candidates of all backgrounds and all abilities to apply. Pontoon is committed to building a supportive environment for you to explore the next steps in your career. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

We use generative AI tools to support our candidate screening process. This helps us ensure a fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention.