Office Coordinator & Project Support

Egis Group; Bristol; On-site; GBP 24,000 - 32,000; Full time

Job summary

Egis is seeking an Office Coordinator & Project Support to manage Bristol office operations, assist project delivery teams, and act as Health & Safety champion. This full‑time, office‑based role covers two floors, coordinating facilities, onboarding, and document control while supporting Directors and Project Managers in day‑to‑day activities.

The role requires a proactive, solutions‑oriented mindset and excellent organisational and communication skills in a busy project environment.

Qualifications

• Experience in office coordination, administration or project support.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft 365 tools and office software.

Responsibilities

• Serve as the first point of contact for visitors and general office enquiries across both floors.
• Keep floors clean, tidy and presentable; ensure meeting rooms are fully equipped and prepared.
• Manage the hot desk system and workspace organisation.
• Oversee office supplies, consumables and vendor relationships.
• Coordinate facilities matters and liaise with building management.
• Support onboarding logistics for new starters and leavers.
• Assist with office events and team meetings.

Skills

Office coordination

Organisational skills

Communication skills

Microsoft 365

Tools

SharePoint

EDMS/CDE

Document management systems

Microsoft 365

Job description

Egis is a leading global architectural, consulting, construction, engineering, operations and mobility services firm. We create and operate intelligent infrastructure and buildings that both respond to the climate emergency and contribute to balanced, sustainable and resilient development. Our 23,500 employees operate across over 70 countries, deploying their expertise to develop and deliver cutting‑edge innovations and solutions for clients. Through the wide range of our activities, we are central to the collective organisation of society and the living environment of citizens all over the world.

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, 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.

5 days a week, fully office‑based

We do require you to have the right to work in the UK.

The Office Coordinator & Project Support role ensures the smooth day‑to‑day running of our Bristol office, covering both the 2nd Floor and the Ground Floor (Project Plateau), while providing hands‑on administrative support to the project delivery teams based there. The successful candidate will act as project assistant to the Director, Project Directors and Project Managers, supporting activities such as raising purchase orders, maintaining project records and assisting with document control. The role holder will also act as the Health & Safety champion for the office.

Please note: while the office coordination element does not represent a full‑time workload on its own, this is a full‑time, fully office‑based position. The balance of the role is dedicated to project support, making it ideal for someone who enjoys variety, thrives in a busy project environment, and brings a proactive, solutions‑oriented mindset.

Office Coordination (2nd Floor & Ground Floor – Project Plateau)

• Serve as the first point of contact for visitors and general office enquiries across both floors, ensuring a professional front‑of‑house presence.
• Keep both floors clean, tidy and presentable at all times, and ensure meeting rooms are fully equipped and ready, including refreshments for meetings as required.
• Manage the hot desk system and workspace organisation, finding solutions when the office is at full capacity.
• Oversee office supplies, consumables and equipment stock levels (stationery, printer ink, tea and coffee, etc.) and manage vendor relationships.
• Coordinate facilities matters, including maintenance requests and liaison with building management.
• Support onboarding logistics for new starters (premises inductions, access passes, desk and equipment coordination) and assist with leaver processing.
• Help coordinate office events, team meetings, working lunches and office‑wide communications.

Health & Safety Champion

• Act as the Health & Safety champion for the office, promoting a positive safety culture across both floors.
• Carry out and record regular workplace inspections and DSE (workstation) assessments, raising and following up on any issues identified.
• Maintain H&S records, including accident/incident reporting, first aid supplies and fire safety logs.
• Support fire safety arrangements, including fire warden duties, evacuation drills and keeping evacuation lists up to date (training will be provided).
• Act as, or coordinate, first‑aider cover for the office (training will be provided).
• Ensure new starters receive H&S and premises inductions, and liaise with building management and the company H&S team on compliance matters.

Project Support

• Act as project assistant to the Director, Project Directors and Project Managers, providing day‑to‑day administrative support to the project teams.
• Raise, track and maintain purchase orders for projects, liaising with procurement and finance to ensure timely processing and resolution of queries.
• Maintain accurate project records and registers, including purchase orders, invoices, expenses and other project documentation.
• Support project meetings, including scheduling, room and logistics arrangements, preparing agendas, and recording minutes and actions as required.
• Assist with travel arrangements and expense submissions for the project leadership team as needed.
• Provide general administrative and coordination support to project workstreams as directed.

Document Control Support

• Support the document control function, including filing, naming conventions, version control and maintenance of document registers.
• Assist with uploading, distributing and tracking documents through the project document management systems (EDMS/CDE), including transmittals.
• Help ensure records are maintained in line with project and company procedures, supporting audit readiness.

Essential

• Experience in office coordination, administration or project support, ideally within an engineering, construction or project delivery environment.
• Strong organisational skills with the ability to manage multiple priorities across office and project responsibilities simultaneously.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion and attention to detail.
• Proficiency with Microsoft 365 tools.
• Comfortable working independently, anticipating needs before they arise, and being fully office‑based 5 days per week.

Desirable

• Experience raising and tracking purchase orders or other finance administration.
• Familiarity with document control processes and electronic document management systems (e.g. SharePoint or a project CDE).
• Experience supporting senior leaders or project teams.
• Fire warden, first aid or other workplace H&S training/experience (training can be provided).

We are committed to our planet

In each project we design, engineer and operate we care deeply about the legacy we’re leaving behind. As part of our team, you’ll have a unique opportunity to use your skills and expertise to shape a better future for our communities in the UK, and all around the globe.

Our commitment is translated in the work carried out by our Egis Foundation, which funds concrete actions to address the climate crisis and is focused on educational and social initiatives that will help in the responsible and sustainable shift towards a sustainable world.

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.