Office Co-ordinator

Saab AB; Westbury; On-site; GBP 25,000 - 35,000; Full time

Job summary

A UK subsidiary of a global defense company is seeking an Office Coordinator to support operations within the Training and Simulation function. This role involves various administrative tasks, maintaining site schedules, procurement duties, and fleet support. The ideal candidate should have a minimum of 2 years of relevant experience, strong IT skills, and outstanding organizational abilities in a fast-paced environment.

Qualifications

• Minimum 2 years' experience in administration or a similar field.
• Strong analytical and numerical skills, attention to detail is critical.
• Excellent written and verbal communicator.

Responsibilities

• Maintain and update meeting diary and visitor requests.
• Coordinate maintenance schedule and training recertification.
• Support site teams with travel arrangements.

Skills

Administration experience

Proficient IT skills

Analytical skills

Strong communication skills

Organizational skills

Job description

Introduction:

Saab UK is part of Scandinavia’s largest defence company, bringing together the best of Swedish and British innovation. Saab offers world-leading solutions and services in defence, aviation, space, and civil security to keep people and society safe. Our UK presence has been growing at pace, meaning we can offer a wide range of opportunities for personal fulfilment and career growth. We currently employ over 600 people across eight sites in the UK, and our specialisations include software engineering, underwater robotics, radars, AI, and armed forces training.

As part of the global entity Saab AB, Saab UK combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Globally, Saab employs over 24,000 people, with operations on every continent. Our partnerships with UK customers and industry mean we are able to deliver innovative solutions to complex challenges, anticipating the threats of tomorrow. We invest 23% of our annual revenue into research and development, collaborating with a range of partners including industry and academia.

Saab is a company that offers our employees plenty of opportunities for growth and advancement. We embrace diversity and are committed to providing a workplace where individuals can thrive professionally, paving the way for future progression. We also recognise the need for a healthy work-life balance to ensure our staff have the chance to live a fulfilling life beyond the workplace.

The Role:

We are recruiting for an Office Coordinator to join our UK Operations Support Team within the Training and Simulation (T&S UK) function at Saab UK. This Office Coordinator position will report to the Site Manager and play a critical role in administrative & operational related matters with reach back to the Office Support Manager / Officer Manager.

The role will be based at our Andover site with the adaptability and aptitude to support other areas outside of this area, with potential to travel to other UK locations as and when required.

Key Responsibilities:

• Site Monitoring
  • Maintain and update meeting diary, visitor requests, hot desk and conference room booking.
  • Monitor annual audits and inspections and arrange recertification.
  • Order and maintain PPE previsions.
  • Coordinate maintenance schedule.
  • Coordinate training and recertification.

• Procurement (Site Specific)
  • Raise purchase orders with Operations Support team and check through invoices for payment using the accounts system.
  • Work closely with Operations Support team and Accounts Payable, where necessary, to ensure swift payments to suppliers through business finance systems.
  • Liaise with both internal / external suppliers.
  • Generate informative reports as required.
  • Build supplier base with local suppliers.
  • Capture and process all site credit card purchases and produce detailed reconciliation on a monthly basis for the Operations Support team.
  • Coordinate the purchase of office, beverages, confectionary, refreshments, HSE and janitorial supplies.
  • Record all invoices and approve as required for site fleet, knowledge of VAT and project codes.

• Fleet Support
  • Maintain Fuel Card data
  • Maintain Tachograph data
  • Provide administration support between SAAB and Lease Companies
  • Ensure vehicle availability.
  • Schedule service and maintenance.
  • Record damage reports and support claims process.
  • Review fleet usage and deliver equal usage where possible.

• Travel
  • Support site teams travel arrangements.
  • Comply with SAAB Security processes and policies.
  • Ability to be flexible and accommodate out of normal working hours support
  • Reconcile travel invoices

• Operations team Support
  • Additional support to the Officer Manager and business units as required.
  • General office support including but not limited to:
    • IT Support
    • Onboarding
    • Point of Contact for visitors and guest HSE.

Skills & Experience:

• Minimum 2 years' experience in administration or a similar field.
• Proficient IT skills, including Microsoft applications.
• Strong analytical and numerical skills, attention to detail is critical with a methodical and thorough approach.
• Able to prioritise workload, demonstrate flexibility & efficient time management with the ability to work under pressure.
• Confident and independent with a down to earth can-do approach.
• Works effectively both as an individual and as a key team member.
• Excellent written and verbal communicator.
• Strong interpersonal skills with an ability to work in cooperation with others.
• Great attention to detail, working with accuracy is imperative.
• Ability to work in a fast-paced environment, and work to tight deadlines.
• Outstanding organisational skills, with ability to plan, prioritise, take initiative and find proactive solutions, contribute new ideas to projects, work unsupervised, under pressure and multitask effectively.