Team Coordinator

Confidential; Chippenham; On-site; GBP 23,000 - 32,000; Full time

Job summary

Exponential-e is seeking an organized Administrative Coordinator to support Field Services and Data Centre teams, including coordinating with Chippenham office staff. You will handle project plans, procurement, scheduling, and documentation while maintaining compliance with health and safety, ISO standards, and security controls.

A baseline clearance check will be required. Strong communication and stakeholder management are essential to balance multiple tasks and ensure smooth daily operations

Qualifications

• Experience working within an administrative or coordination role.
• Competent user of M365 tools including Excel.
• Excellent stakeholder management skills with the ability to establish and maintain positive working relationships with others.
• Ability to manage multiple tasks, prioritize effectively and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work collaboratively and effectively with others to resolve problems.
• Eligible to obtain and maintain SC clearance for the duration of employment.

Responsibilities

• Assisting with development of project plans, including objectives, scope, H&S documentation and timelines.
• Assist with preparation, coordination & distribution of job packs.
• Providing administrative and logistical support to Field Services team & delivery managers.
• Coordinating resources (personnel, equipment, materials, accommodation bookings & fleet) for project execution.
• Electronic filing of documentation internally and with customers.
• H&S equipment maintenance and inspection as per regime; update registers.
• Procurement of materials and liaising with suppliers; goods receipting and records.
• Coordinate change management activities to ensure timely delivery.
• Manage and update schedules, KanBan board tasks, Meisterplan and Ops Reports.
• Update action logs, take minutes, prepare documentation and arrange meetings.
• Assess risks and issues; develop and implement mitigations.
• Consolidate project outcomes to support sales opportunities and revenue harvesting.
• Ensure quality assurance aligned with ISO accreditation; verify operations comply with policies.
• Consolidate project financial reports and assist in decision making.
• Validate project accounting with finance managers; monitor cost and revenue across projects.
• Any other reasonable task assigned by manager or senior staff.

Skills

Administrative coordination

Stakeholder management

Multi-tasking

Written & verbal communication

SC clearance eligibility

Tools

M365

Excel

Job description

Exponential-e

Founded in 2002, Exponential-e swiftly established itself as a UK Cloud, Connectivity and Communications pioneer. Throughout our history, a focus upon leveraging leading-edge technology to deliver profitable and innovative services to our clients and prospects has resulted in industry and peer recognition for our ground-breaking approach, a truly world-class ICT services company.

We're a company of innovators who think big and achieve bigger! Our people are crucial to the continuing success of our company. From our CEO to our new Graduates, each of our people demonstrates our PRIDE principles which are at the core of everything we do.

Overall purpose of the job

• Support internal teams to deliver Vysiion solutions and services to customers predominantly focused on the Critical National Infrastructure sector.
• Provide administrative and coordination support primarily to the Field Services and Data Centre teams, whilst also providing flexible support to other operations teams across the business as required.
• The role will additionally provide administrative and facilities support for the Chippenham office, acting as the local point of contact for office administration and facilities matters. This will include coordinating with internal stakeholders and external suppliers to ensure the efficient day-to-day running of the office.

Key responsibilities for this job

• Assisting with the development of project plans, including defining objectives, scope, H&S documentation and timelines.
• Assist with the preparation, coordination & distribution of job packs (Technical Support will provided).
• Providing administrative and logistical support to the Field Services team & delivery managers.
• Coordinating resources (personnel, equipment, materials, accommodation bookings & fleet) to ensure efficient project execution.
• Electronic filing of documentation internally and customer (including from site) within the appropriate file structure.
• H&S - Equipment maintenance and inspection as per maintenance regime and updating registers.
• Procurement of materials and liaising with suppliers as required. Responsible for goods receipting of all materials and maintaining records accordingly.
• Coordinate change management activities to ensure timely delivery allowing benefits to be realised at earliest opportunity.
• Actively manage and update schedules, KanBan board tasks, Meisterplan and Ops Reports through liaison with project engineers, contractors and project managers.
• Update action logs, take minutes, prepare documentation and arrange meetings.
• Assess risks and issues, work with teams to explore, develop and deliver effective mitigation and contingency countermeasures.
• Provide a consolidation of outcomes from projects and feed these back into the business to assist future sales opportunities and the harvesting of active accounts for additional revenue.
• Set high expectations concerning quality and put in place quality assurance processes in line with existing ISO accreditation's.
• Validate that operations team activities, operate within, or in harmony with company policies and procedures.
• Responsible for the monthly consolidation of project financial reports and explore new reporting and performance measures to underpin decision making.
• Provide validation of project (financial) accounting with corporate financial managers.
• Liaise with managers to capture and monitor cost and revenue across projects.
• Any other fair and reasonable task or duty assigned to you by your manager, or other senior Exponential-e Ltd staff member

Knowledge and experience required

• Experience working within an administrative or coordination role.
• Competent user of M365 tools including Excel.
• Excellent stakeholder management skills with the ability to establish and maintain positive working relationships with others.
• Ability to manage multiple tasks, prioritize effectively and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work collaboratively and effectively with others to resolve problems.
• The successful candidate must be eligible to obtain and maintain SC clearance for the duration of their employment in this role.
• All applicants to Exponential-e Group will undergo a Baseline Personnel Security Standard check.

Desirable knowledge and experience

• Experience working within a field engineering or project delivery environment

Our People

Our people are what makes Exponential-e Group the company it is today. This year's employee survey highlighted that 81% of employees who took the survey, would recommend a friend to work for our organisation.

Learning and development are fundamental parts of daily life at Exponential-e. From their first day at the company, everyone is provided ample opportunities to develop their skills and broaden their horizons, with our own L&D team running a range of bespoke courses, based on the latest innovations and challenges across the digital landscape.

Exponential-e Group is committed to providing equal opportunities in employment and treating all employees with respect and dignity. The company respects and values the diversity of its staff, striving to maintain an environment where there is opportunity for everyone to feel valued, their talents to be utilised and for both personal and organisational aspirations to be met. Every employee plays a vital role in helping to create an inclusive working environment by understanding and harnessing difference in a positive way.