Office Coordinator

First Choice Staff; United Kingdom; On-site; GBP 29,000 - 32,000; Full time

Job summary

First Choice Staff in the United Kingdom is seeking an organised Office Coordinator to support daily operations, coordinate maintenance schedules, and maintain strong communication across departments. You will be the first point of contact for clients and visitors, delivering a professional and welcoming service.

You will also work with senior management to prepare reports, keep documentation up to date, and help ensure office processes run smoothly and efficiently.

Qualifications

• GCSEs in English Language, English Literature, and Maths.
• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.

Responsibilities

• Provide general administrative support across the business.
• Answer telephone calls, emails, and postal correspondence professionally.
• Welcome visitors, customers, and contractors to the office.
• Coordinate and prepare daily maintenance work schedules and job sheets.
• Ensure all worksheets are prepared, completed, signed off, and filed to meet contractual requirements.
• Prioritise work based on operational demands and customer requirements.
• Produce and maintain accurate operational reports and business records.
• Assist with monthly reporting and performance data.
• Maintain filing systems, ensuring documentation is accurate, accessible, and compliant.
• Manage office ordering, stock control, and replenishment of supplies.
• Support the HSEQ and HR Managers with training records, accident and incident reporting, return-to-work documentation, and employee records.
• Work closely with the Maintenance Manager to coordinate maintenance documentation and scheduling.
• Assist the General Manager with the preparation of contractual and operational reports.
• Build and maintain strong relationships with customers through professional communication and excellent service.
• Ensure office procedures are followed and identify opportunities to improve administrative processes.
• Take ownership of office administration and ensure tasks are completed accurately and within deadlines.

Skills

Organisational skills

Time management

Communication skills

Attention to detail

Report generation / data analysis

Customer-focused

Problem solving

Teamwork

Discretion

Independent working

Education

GCSEs in English Language, English Literature & Maths

Tools

Microsoft Office (Excel, Word, Outlook)

Job description

Salary: 28,500 - 32,000 per annum
Hours: Monday to Friday, 08:00 - 17:00 (40 hours per week, 1-hour lunch)

The Role

We are looking for an organised and proactive Office Coordinator to support the day-to-day running of our busy office. Working closely with all departments, you will ensure the business operates efficiently by providing administrative support, coordinating operational activities, and maintaining excellent communication across the company.

As the first point of contact for clients, customers, contractors, and visitors, you will provide a professional and welcoming service, creating a positive first impression.

You will also work closely with the Senior Management Team, supporting business operations, coordinating maintenance schedules, preparing reports, and ensuring office processes run smoothly.

Key Responsibilities

• Provide general administrative support across the business.
• Answer telephone calls, emails, and postal correspondence professionally.
• Welcome visitors, customers, and contractors to the office.
• Coordinate and prepare daily maintenance work schedules and job sheets.
• Ensure all worksheets are prepared, completed, signed off, and filed to meet contractual requirements.
• Prioritise work based on operational demands and customer requirements.
• Produce and maintain accurate operational reports and business records.
• Assist with monthly reporting and performance data.
• Maintain filing systems, ensuring documentation is accurate, accessible, and compliant.
• Manage office ordering, stock control, and replenishment of supplies.
• Support the HSEQ and HR Managers with training records, accident and incident reporting, return-to-work documentation, and employee records.
• Work closely with the Maintenance Manager to coordinate maintenance documentation and scheduling.
• Assist the General Manager with the preparation of contractual and operational reports.
• Build and maintain strong relationships with customers through professional communication and excellent service.
• Ensure office procedures are followed and identify opportunities to improve administrative processes.
• Take ownership of office administration and ensure tasks are completed accurately and within deadlines.

Experience

• Previous experience in an Office Coordinator, Office Administrator, Customer Service, or similar administrative role.
• Experience within a fast-paced office environment.
• Previous scheduling or coordination experience is desirable but not essential.
• Experience using job management, scheduling, or maintenance management systems is advantageous.

Qualifications

• GCSE (or equivalent) in English Language, English Literature, and Maths.
• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.

Skills & Attributes

• Excellent organisational and time management skills.
• Strong communication and interpersonal abilities.
• Ability to prioritise multiple tasks and work under pressure.
• High level of accuracy and attention to detail.
• Confident producing reports and analysing data.
• Professional, friendly, and customer-focused approach.
• Ability to work independently and as part of a team.
• Discreet and able to handle confidential information.
• Positive, proactive attitude with strong problem-solving skills.

If you have not heard from us within 7 working days, please assume that your application has been unsuccessful.