Office Coordinator (18-Month Contract)

AMCS Group; Richmond; On-site; GBP 25,000 - 35,000; Full time

Job summary

A sustainability software company in Richmond is seeking an Office Coordinator to ensure smooth office operations and provide administrative support to the leadership team. Key responsibilities include managing meeting arrangements, booking travel, and liaising with suppliers. The ideal candidate is highly organized, has excellent communication skills, and is proficient in Microsoft Office. This role requires a proactive individual passionate about maintaining a productive work environment.

Qualifications

• Proven experience as an Office Coordinator or in a similar administrative role.
• Experience working in a fast-paced environment.
• Good knowledge of facility operations.

Responsibilities

• Provide front of house support: greeting visitors and managing meeting rooms.
• Manage the diary, arrange and coordinate meetings for the senior leadership team.
• Book travel and accommodation, and manage travel itineraries.

Skills

Organizational skills

Communication skills

Microsoft Office

Interpersonal skills

Attention to detail

Job description

Sustainability that means business

AMCS, a sustainability software specialist, is headquartered in Ireland, with offices in Europe, the USA, and Australasia. With over 1,300 highly-skilled employees across 22 countries, we specialise in delivering technology solutions to facilitate a carbon neutral future.

Who we are:

AMCS is a sustainability software specialist, headquartered in Ireland, with offices in Europe, the USA, and Australasia. With over 1,300 highly-skilled employees across 22 countries, we specialise in delivering technology solutions to facilitate a carbon neutral future.

What we do:

Our innovative SaaS solutions increase efficiency and boost sustainability in resource-intensive industries. Over 5,000 customers across 23 countries already benefit from our Performance Sustainability software, ensuring we deliver practical solutions for improved profitability and environmental resilience across the globe.

Our people

AMCS offers team members more than just a job, but an opportunity to map out a career with a company that is growing, evolving and setting out new ways of working that are having a positive impact on the world around us. AMCS was established in Ireland and holds onto those local roots and ‘start-up’ mentality with a culture of connection. Connection to our work, our customers, our colleagues and our community creates a working environment that fosters openness, collaboration and creativity.

The Office Coordinator will be responsible for ensuring the smooth operation of the office environment and providing administrative support to the senior leadership team. This role requires excellent organisational skills, the ability to manage multiple tasks simultaneously, and strong communication skills to liaise effectively with internal teams and external partners.

Key Responsibilities

• Provide front of house support: greeting visitors, managing meeting rooms, refreshments, and IT setup.
• Manage the diary, arrange and coordinate meetings for the senior leadership team.
• Book travel and accommodation, and manage travel itineraries.
• Order and maintain office and catering supplies.
• Coordinate courier bookings and manage incoming and outgoing post.
• Liaise with suppliers, contractors, maintenance partners (cleaners, gardeners, plumbers, builders, etc.) to ensure smooth facility operations.
• Maintain the office environment, including supplies, subscriptions, and quality standards.
• Support financial administration, including processing invoices and purchase orders.
• Ensure office safety and compliance, including building system testing and first aid coverage.
• Take a lead role in supporting the upcoming office move to the AMCS UK office.
• Coordinate company events and activities, including occasional out-of-hours work when necessary.
• Manage the pool car process and maintain first aid kits and first aid coverage.

Skills and Competencies

• Highly organized and recognised as a reliable ‘go-to’ person.
• Ability to self-manage, prioritise tasks, and handle conflicting demands efficiently.
• Tactful, calm, and effective communication with internal and external stakeholders.
• Highly motivated and passionate about maintaining a positive and productive working environment.
• Proficient in general IT skills with confident use of Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong numeracy skills and excellent attention to detail.
• Excellent written and spoken English.
• Strong communication and interpersonal skills.

Experience and Qualifications

• Proven experience as an Office Coordinator or in a similar administrative role.
• Experience working in a fast-paced environment.
• Good knowledge of facility operations.
• Familiarity with office equipment, security systems and safety regulations.
• Willingness to learn about office safety regulations if not already knowledgeable.

Working Hours

40 hours per week, Monday to Friday, between 8:00 am and 6:00 pm. Occasional later hours or out-of-hours work may be required to support company events or urgent operational needs.