Office Coordinator

Egis; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a dynamic receptionist/office coordinator to join their vibrant London office. In this pivotal role, you will ensure a welcoming environment for visitors and staff, manage office logistics, and coordinate meetings while supporting IT procurement processes. Your strong interpersonal skills and organizational prowess will be crucial in maintaining high standards and facilitating smooth operations. This is an exciting opportunity to contribute to a team that values sustainability and innovation, making a real impact in the community and the environment.

Qualifications

• Self-starter with strong interpersonal and organizational skills.
• Experience in customer-facing roles and administrative support.

Responsibilities

• Manage front of house duties and ensure office cleanliness.
• Coordinate meetings, including food and drink arrangements.
• Assist with IT procurement and mobile phone issue resolution.

Skills

Interpersonal Skills

Organizational Skills

Customer Service

Microsoft Office

Education

A Levels / High School Diploma

Tools

ServiceNow

Job description

About Us

Egis is a leading global consulting, construction engineering and operating firm. We work together with our clients, across every aspect of transport, energy, and the built environment to build a more balanced, sustainable, and resilient world. The Egis Group has more than 50 years of experience and a team of 19,500 employees in over 120 countries around the world. Joining our Group means, above all, sharing our values as a people-first company, strongly committed to sustainability and innovation.

In the UK we're proud to be delivering some of the most iconic projects which help connect people, protect our environment, and meet emission reduction targets. From motorways to tramways, and nuclear power plants to smart cities, clients choose us to help them solve their most complex challenges - delivering climate-responsible growth that meets the needs of communities, industry, and the planet.

We’re at an exciting time in our growth, and we are looking for a receptionist/office coordinator to join our offices in London. Ideally, you will have worked in a ‘front of house’ or customer-facing role, either in an office or service sector role.

About the Role

What You’ll Be Doing:

You will be responsible for supporting the office manager, maintaining the high standards of our premises and ensuring all our offices look great for both visitors and staff. This is a busy office with a high number of people either working or visiting, featuring numerous meetings and events to organize.

The key responsibilities include:

Front of House

• Greeting all visitors at the front door and offering refreshments.
• Managing the office hot desk system, ensuring full utilisation of the office, and finding solutions when the office is at full capacity.
• Keeping the office clean and tidy at all times, including making a morning pot of coffee and tidying the kitchens as needed.
• Managing stock levels for office consumables including printer ink, stationery, tuck shop, cleaning solutions, tea and coffee.
• Arranging a fortnightly office coffee morning for staff to network.

Coordinating Meetings:

• Ensuring all meeting rooms are fully equipped and ready for the next meeting, including preparing teas and coffees ahead of the meeting start time.
• Arranging food and drink for working lunches, away days, induction days etc.
• Organizing internal meetings or meetings at external venues as required.
• Assisting in organizing ad hoc events, such as the Christmas party and other staff social events.

New Staff and Leavers:

• Processing new starters, including providing premises inductions.
• Handling leaver processing, such as forwarding emails, collecting company property, and organizing leaving cards and colleague collections.
• Managing the onboarding of new equipment with our IT department.

IT Assistance

This will take up 10% of your time:

Procurement and Warranty Oversight

• Efficiently process IT procurement requests, particularly for hardware and mobiles, ensuring smooth and cost-effective procurement.
• Register and track warranties for procured equipment to ensure coverage and timely service.
• Promptly and efficiently address and resolve procurement-related IT support tickets on the ServiceNow system.

Mobile Phone Expenditure Control

• Monitor the hardware spend for mobile phones by each business entity.
• Alert and advise respective entities when their mobile hardware allocation is nearing or has surpassed its limit.

Asset and Inventory Oversight

• Maintain an accurate and up-to-date asset register of all IT equipment.
• Oversee stock levels to ensure timely availability of hardware, especially for new employees.

New Employee Hardware Setup:

• Collaborate with the IT team for the quick provisioning and configuration of hardware for new employees.

Mobile Phone Issue Resolution

• Serve as the primary point of contact for mobile phone issues.
• Escalate any unresolved issues to the mobile vendor, O2, for a swift resolution.

Continuous Process Improvement:

• Regularly review and optimize IT administrative processes for increased efficiency.

Profile:

You should be a self-starter, energetic and highly organized, enjoying being in demand! A strong relationship builder with exceptional interpersonal skills. A willingness to ‘get your hands dirty’ is a must!

You should be computer literate, particularly with Microsoft Office, and have experience providing administrative support to internal clients. Additionally, you should be able to demonstrate not only that you are skilled in this area, but also that you enjoy it! Find out more about us on our website at http://www.egis-group.com.

What do we need from you

Minimum Level of Education Required:

- 2 A Levels / High School Diploma / 12th Grade

What's in it for you?

We are an Equal Opportunities employer, and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one’s contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.