Operations Coordinator

Bentley Project Management Ltd; Nottingham; On-site; GBP 22,000 - 32,000; Full time

Job summary

Bentley Project Management Ltd in Nottingham is seeking an Operations Coordinator to oversee the day-to-day office operations, facilities, IT support and supplier coordination. You will be a key contact across the business, ensuring teams have the tools, systems and environment they need to perform at their best.

The role also covers health and safety, project administration and onboarding/offboarding, maintaining records, and supporting audits and events.

Qualifications

• Strong experience in an operational, office management or administration role.
• Excellent organisational skills and the ability to manage a varied workload.
• Strong IT skills, particularly Microsoft Office.

Responsibilities

• Manage day-to-day office operations including facilities, supplies, meeting rooms and reception.
• Liaise with landlord and suppliers, coordinate maintenance and resolve issues.
• Manage the office booking system for desks and meeting rooms.
• Provide first-line IT and communications support with external IT provider as needed.
• Procure IT equipment, mobile devices, licences and maintain asset records.
• Support onboarding/offboarding, including IT setup and access passes.
• Maintain records for suppliers, IT assets and IMS documentation.
• Support internal audits, non-conformances and audit preparation.
• Handle health and safety activities: fire procedures, risk assessments, PAT testing, first aid.
• Provide project administration support: new projects, folders, archiving.
• Support bid/tender information gathering; provide PA to Executive Board; organise events.

Skills

Operational experience

Office management

Administration

Supplier coordination

IT support

Communication skills

Tools

Microsoft Office

Job description

We are looking to hire an Operations Coordinator to join the team here at Bentley.

What you\'ll do

As Operations Co-ordinator, you will take responsibility for the day-to-day operational requirements of the business. This will include office facilities management, first-line IT and supplier co-ordination, office health and safety, project administration, internal events and supporting the maintenance of our Integrated Management System. You will be a key point of contact across the business, ensuring colleagues have the tools, systems, information and working environment they need to do their best work.

The ideal candidate

What you’ll be doing

• Manage the day-to-day running of the office, including facilities, supplies, meeting rooms, visitors, office procedures and general office presentation.
• Act as the key liaison with the landlord and relevant suppliers, arranging maintenance and resolving office-related issues.
• Manage the office booking system for desks and meeting rooms.
• Provide first-line IT and communications support, liaising with our external IT provider where required.
• Procure and manage IT equipment, mobile phones, software licences and associated asset records.
• Support new starter and leaver processes, including office induction, IT equipment, access passes and system-related administration.
• Maintain accurate records and registers, including supplier information, IT assets, office health and safety records and relevant Information Management System (IMS) documentation.
• Support internal audits, non-conformances, corrective actions and external audit preparation.
• Take responsibility for office health and safety activity, including fire procedures, DSE assessments, risk assessments, PAT testing, first aid arrangements and associated records.
• Provide project administration support, including setting up new projects, maintaining project folders, filing key documents and supporting project close-out and archiving.
• Support bid and tender activity by gathering and providing information for pre-qualification questionnaires.
• Provide PA and administrative support to the Executive Board, including meetings, travel, accommodation, lunches and events.
• Organise internal events and support external events where needed.

About you

We are looking for someone who is highly organised, reliable and proactive, with the confidence to take ownership and make things happen. You will enjoy working across a broad range of tasks and be comfortable switching between operational detail, business support and supplier co-ordination.

You will bring:

• Strong experience in an operational, office management or administration role.
• Excellent organisational skills and the ability to manage a varied workload.
• A proactive, practical approach to problem solving.
• Good initiative and the ability to spot what needs doing before issues arise.
• Strong attention to detail and the ability to maintain accurate records.
• Excellent written and verbal communication skills.
• A professional, approachable and discreet manner.
• Strong IT skills, particularly Microsoft Office.
• The ability to build effective working relationships with colleagues, suppliers and external providers.
• Reliability, flexibility and a willingness to support the wider team.

Bentley is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.