Office Coordinator & Executive Support

Squarcle Consulting; West of England; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Generous leave package (26 days + bank

Private medical insurance

Referral bonus

Annual training week abroad

Cycle to work scheme

Pension NOW Pensions

Job summary

Squarcle Consulting in the United Kingdom is seeking an Office Coordinator & Executive Support to deliver a professional front-of-house and support senior leaders. You will manage diaries, arrange travel, handle correspondence, and coordinate meetings.

Reporting to the Business Support Director, you will ensure a welcoming office, handle confidential information, and build relationships with clients and suppliers in a fast-paced consultancy.

Qualifications

• 3+ years’ experience in Office and/or Facilities Management.
• Strong organisational, time management and prioritisation skills.
• First aid at work trained (desirable).
• Experience supporting Directors and Senior Stakeholders.
• High degree of emotional intelligence to deal with diverse clients and teams.

Responsibilities

• Oversee and support office administrative duties including maintaining the office and equipment.
• Manage office security procedures, access control, and visitor protocols.
• Serve as First Aider, Fire Marshal, and part of the Emergency Response Team.
• Manage front-of-house reception, welcome clients, and coordinate catering for meetings.
• Coordinate the purchase of office materials.
• Administrate desk booking and meeting room reservations.
• Act as primary contact for office suppliers, contractors, and maintenance providers.
• Support executive communication, including handling enquiries and emails, liaising with clients.
• Provide proactive, high-level executive support to MDs.
• Manage complex diaries, schedule meetings, and brief executives for appointments.
• Arrange and manage domestic and international travel and logistics.
• Process executive expenses with accuracy and timeliness.
• Handle highly sensitive information with discretion and professionalism.

Skills

Organisational skills

Time management

Prioritisation

Communication

Interpersonal skills

Job description

ABOUT SQUARCLE / THE TEAM

Squarcle is a procurement, supply chain and digital specialist which sits at the centre of transformation, with a skillset which has proven relevance in any market characterised by operational complexity. We are an independent award-winning consultancy that is dedicated to optimising the performance of our clients’ supply chains through the expertise of operations professionals, AI, digitisation and data science. Squarcle is a people orientated organisation that prides itself on its people first culture and strives to build a tribe of high performing experts to tackle the constantly evolving challenges of the global supply chain. The enabling capability is critical to Squarcle’s continued success. This essential and high-performing team delivers the full suite of enterprise-wide support services, including business support, capture management, marketing and media, compliance, human resources, finance, Information technology, infrastructure management and executive support. By embedding strong processes, governance, and service excellence across the organisation, the enabling capability empowers Squarcle’s delivery teams to focus on what they do best: achieving outstanding outcomes for clients.

JOB OVERVIEW / INTRODUCTION

The Office Coordinator & Executive Support plays a pivotal role in creating a positive and professional first impression of Squarcle. As the first point of contact for clients, visitors, suppliers, and employees, the role is responsible for delivering an exceptional front-of-house experience while supporting the smooth day-to-day operation of the office and providing high-quality executive support to senior leaders. Reporting to the Business Support Director, the OC & ES will provide administrative, operational, and executive support across the business, ensuring the office environment is welcoming, organised, and efficiently managed. A key aspect of the role will be providing proactive support to the Capability & Innovation Managing Director, Digital Transformation Managing Director, and Aerospace and Defence Market Lead, including diary management, meeting coordination, travel arrangements, stakeholder liaison, and the handling of confidential and sensitive information. The role requires a proactive, highly organised individual with excellent communication and interpersonal skills who can manage competing priorities and thrive in a fast-paced consultancy environment. The successful candidate will build strong relationships across the organisation and act as a trusted point of contact for both internal and external stakeholders. As an ambassador for Squarcle's values and culture, the successful candidate will demonstrate a people-first approach, a strong customer service mindset, professional discretion, and a commitment to maintaining the high standards that underpin our growing organisation.

PRIMARY ROLES AND RESPONSIBILITIES

• Along with the BSA, oversee and support office administrative duties which includes maintaining the cleanliness of the office and Equipment.
• Manage office security procedures, including key management, access control, and visitor protocols.
• Serve as a designated First Aider, Fire Marshal, and member of the Emergency Response Team, ensuring compliance with health and safety procedures.
• Manage front-of-house reception services, welcoming and inducting clients, and coordinating catering and refreshments for meetings and visits.
• Coordinate the purchase of office materials.
• Administrate desk booking and meeting room reservation systems as required.
• Act as the primary point of contact for office suppliers, contractors, maintenance providers, and other facility-related stakeholders.
• Support executive communication activities, including handling telephone enquiries, managing correspondence, responding to emails, and liaising professionally with clients and visitors.
• Provide proactive, high-level executive support to the Capability and Innovation MD, Digital Transformation MD and Aerospace & Defence Market Lead.
• Manage complex and dynamic diaries, prioritising appointments, coordinating internal and external meetings, and ensuring executives are fully prepared through effective briefing and action management.
• Arrange and manage domestic and international travel, including itineraries, accommodation, transportation, and associated logistics.
• Manage and process executive expenses, ensuring accuracy, compliance, and timely submission.
• Handle highly sensitive information with the utmost discretion, professionalism, and confidentiality at all times.

SECONDARY ROLES AND RESPONSIBILITIES

• Carry out other duties as specified by the Business Support Director and Ops Director
• When required assist with the management of office invoices and contracts including acting as the point of contact for office related suppliers, maintenance teams and contacts.
• Manage and resolve office related queries and correspondence.

KNOWLEDGE, SKILLS & EXPERIENCE

ESSENTIAL

• 3+ years’ experience in Office and/or Facilities Management.
• Strong organisational, time management and prioritisation skills.

DESIRABLE

• First aid at work trained.
• Experience supporting Directors and Senior Stakeholders.
• A worthy team player dedicated to contributing toward the outcome desired by the team.
• High degree of emotional intelligence to effectively deal with increasingly diverse clients and teams.

What we offer

We believe great work deserves great rewards. Here’s what you can expect as part of the team:

• Generous leave package
  • 26 days of annual leave (including your birthday!) plus UK bank holidays - increasing to 27 days after three years, and 28 after seven years
  • You’ll also get five extra days for your five and 10-year anniversaries
  • Additional leave for members of the Reserve Forces and CFAV.
• Private medical insurance
  • Provided once you’ve completed your probation.
• Recognition and rewards
  • £1,000 referral bonus for successful hires
  • Performance-related awards
  • Milestone and life-event hampers to celebrate life’s big moments
• Development & learning
  • Annual training week abroad
  • Funding for qualifications that benefit both you and the business
• Travel & wellbeing
  • Cycle to work scheme
  • Discounted travel through funded railcards
• Pension
  • Our pension provider is NOW Pensions, pension contributions are 3% employer and 5% employee

We review our benefits regularly to ensure they stay competitive and meaningful - so this list may evolve as we grow. Our working hours are 8:30 am – 5:30 pm (with an hour for lunch), Monday – Friday.

Want to learn more about who we are and how we work? Our Recruitment Booklet gives you a deeper insight into our culture, values, and what it’s like to be part of our team. It also explains our grading structure, so you can understand how roles are positioned, how progression works, and what we look for at each level, helping you decide if we’re the right fit for you, and you’re the right fit for us. 251219_Recruitment-Brochure-updates-Pages-and-Spreads_IG.pdf

IMPORTANT INFORMATION: This role requires you to have lived in the UK for the last 5 years and obtain Security Check (SC) security clearance. Clearance must be obtained without any caveats that prevent you from carrying out the role you’ve been recruited for. If it isn’t obtained, or is obtained but with caveats that prevent you from carrying out the role, any conditional offer made to you will be withdrawn. Obtaining SC security clearance can be a lengthy process, and we reserve the right to withdraw any conditional offer made if the necessary security clearance isn’t obtained within 6 months. If you hold dual citizenship or nationality from another country, please make us aware of this during the application phase. We’re unable to offer visa sponsorship. Privacy Policy - Squarcle Consulting Ltd. We’re committed to creating a diverse environment. We embrace differences and hire based on merit, giving equal consideration to all applications, regardless of gender, background, and race.