Sr. Asst, Admin Sup

Smurfit Westrock; London Borough of Hillingdon; On-site; GBP 25,000 - 34,000; Full time

Job summary

Smurfit Westrock is seeking an Office & Facilities Coordinator to manage the front-of-house and provide essential administrative support across the site. You will be the first point of contact for visitors and contractors, ensuring a safe, welcoming environment while aiding site operations, facilities management, and health and safety processes.

The role requires strong customer service, IT proficiency, and excellent organisational skills in a manufacturing setting.

Qualifications

• Strong customer service experience in front-line or operational settings.
• Good literacy and numeracy skills.
• Competent IT skills including Microsoft Office applications.
• Strong attention to detail in administration and compliance tasks.
• Effective communication across all levels of a manufacturing site.
• Strong organisational and prioritisation skills in a busy environment.
• Able to work independently and use initiative.
• Proactive and solution-focused with an ownership mindset.

Responsibilities

• Be the first point of contact for visitors, contractors, and deliveries.
• Manage visitor and contractor access in line with site procedures.
• Handle incoming calls and direct queries to departments.
• Manage mail, parcels, and courier services.
• Coordinate meeting room bookings and hospitality requests.
• Maintain office supplies and site notice boards.
• Support contractor compliance, inductions, and work permit controls.
• Provide admin support to Maintenance Team and keep records.
• Arrange travel and accommodation for staff and visitors as required.
• Maintain employee records including holiday and absence tracking.
• Assist with training coordination and data analysis with HR/Operations.

Skills

Customer service

Literacy

Numeracy

IT skills

Attention to detail

Communication

Organisational skills

Independence

Adaptability

Team player

Tools

Microsoft Office

Job description

Smurfit Westrock (NYSE:SW) is the go-to leader and partner of choice in sustainable packaging. We are dedicated to creating efficient and scalable paper and packaging solutions to help solve complex packaging challenges. Guided by our values of safety, loyalty, integrity and respect, we are committed to delivering meaningful value for shareholders, customers, employees and the communities where we operate.

Job Purpose

We are looking for a proactive and highly organised Office & Facilities Coordinator to join our manufacturing and processing site. This is a key position responsible for delivering a professional front of house service while supporting the wider site with essential administrative, facilities, Health and Safety, and operational coordination activities.

You will be the first point of contact for visitors, contractors, and callers, ensuring the site presents a safe, welcoming, and well-managed environment. Alongside this you will play a vital role in supporting site operations, maintenance coordination, and facilities management to ensure smooth day-to-day running of the site.

Job Responsibilities/Key accountabilities:

• Act as the first point of contact for all visitors, contractors, and deliveries, ensuring a professional and safe reception experience
• Manage visitor and contractor access in line with site security and compliance procedures
• Handle incoming telephone calls and direct queries to the appropriate departments
• Manage incoming and outgoing mail, parcels, and courier services
• Coordinate meeting room bookings, hospitality requests, and general site support services
• Maintain office supplies, consumables, and site notice boards
• Support contractor compliance processed, including site inductions and work permit controls
• Provide administrative support to the Maintenance Team, including filing maintenance records and breakdown reports
• Arrange travel and accommodation for employees and visitors as required
• Maintain employee records, including holiday and absence tracking
• Carry out daily site checks and support operational data recording activities
• Supervise and coordinate cleaning staff to ensure high standards of cleanliness across the site
• Ensure reception, office areas, facilities, and external grounds are maintained to a clean, safe, and professional standard
• Support Health and Safety activities, including reporting, compliance support, and promotion of safe working practices
• Support environmental and sustainability initiatives across the site
• Assist Human Resources and Operations teams with training coordination, engagement activities, and data analysis

Knowledge, Skills, Experience

• Strong customer service experience in a front-line or operational environment
• Good literacy and numeracy skills
• Competent information technology skills, including Microsoft Office applications
• Strong attention to detail, particularly in administration and compliance tasks
• Effective communication skills with the ability to engage across all levels of a manufacturing site
• Strong organisational and prioritisation skills in a busy, fast-paced environment
• Ability to work independently and use initiative
• Comfortable working within an operational or manufacturing environment with changing priorities
• Ability to build positive working relationships with employees, contractors, and visitors
• Organised and reliable
• Confidential and professional
• Proactive and solution focused
• Team player with ownership mindset
• Adaptable in a fast-paced environment

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law.