We have a fantastic opportunity for an Office Coordinator to join our team in Accrington.
Reporting to the Business Support Manager, the successful candidate will be responsible for managing the effective, efficient, and responsive daily operations of the FTS office providing general admin support to all areas of the business.
Flexible in approach, the role will oversee and provide support across all general office management procedures including, management of visitors, health & safety coordination, environmental and sustainability compliance, oversight of office security principles, contractor and repairs reporting, and the provision of general and ad-hoc administrative support.
Part of the role will include acting as the site lead coordinator for general colleague and team engagement and wellbeing activities which contribute to a positive, pleasant, and secure working environment for all users.
Key Responsibilities
* Manage and oversee the daily operations of the office, including managing visitors, general office supplies, ad hoc mail and deliveries.
* General meeting room bookings and the coordination of refreshments and catering/lunches as required.
* Ensure that the day-to-day functioning of the office runs smoothly, and in line with Company policy and standards.
* Contributes to the creation and maintenance of a positive and engaging work environment for all users and visitors, including oversight and general maintenance of meeting rooms, breakout facilities and multi-faith and wellbeing spaces.
* Support ISO audit as required.
* Liaise with nominated contact person for all health and safety protocols in the office, including fire drills, first aid, and emergency response plans to ensure completion.
* Management of security procedures, with full responsibility for the issuing of staff and visitor fobs.
* Management of the First Bus access control system, and acting as main point of contact with landlord for general building access systems and procedures.
* Ensure relevant maintenance contracts are maintained.
* Liaise with suppliers regarding building maintenance and facilities issues (cleaning, shredding & waste collection etc).
* Timely property fault escalation and seeing through to resolution.
* Undertake and adhere to Company standards for all aspects of preventative maintenance management, for example including but not limited to emergency lighting, PAT testing, fixed wire testing, fire alarm tests/inspections, fire evacuation procedures, CCTV inspections, water quality tests, access and security controls, hot water/boiler controls, refrigeration, general hygiene, and site cleanliness.
* Safe management of master keys and controls.
* Provide general administrative and ad-hoc support to teams as required.
* Business point of contact for queries (HRSS etc).
* Provide business data power BI for reporting.
* Manage central training record for ISO purposes.
* Manage the ‘activ' system and records for business support related documents.
* Support R&R scheme administration.
* Support with AP team queries on invoice resolution.
Skills/Experience
* Previous experience in a general office management role (desirable).
* Strong organisational and time management skills.
* Ability to multitask and manage competing priorities.
* Strong interpersonal skills and an ability to build relationships with stakeholders at all levels, internally and externally.
* Pragmatic and flexible in approach.
* Articulate with a strong attention to detail and problem-solving skills.
* Excellent written and verbal communication, with strong interpersonal skills.
* Proficient with the use of MS Office and Company IT systems and applications.
* Knowledge of health & Safety legislation, regulations, best practice, and Company minimum standards.
* Ability to maintain confidentiality and handle sensitive information with discretion.
* A creative mind with an ability to suggest improvements.
Benefits
* Your health is important to us which is why we offer Simply Health & Smart Health for you and your dependents at no cost to you! This offering includes cash back benefits across optical & dental as well as virtual GP appointments, mental health support and nutrition and fitness advice. Our EAP provision offers 24hr, 365 days a year mental health support.
* We are also committed to your financial wellbeing, and we offer a platform with many discounts on high street brands and supermarkets etc.
* Working at First you also receive discounted train travel for you and your family after 6 months service as well as a free bus pass.
* Cycle to work scheme.
* 25 days' holiday + bank holidays.
* Pension scheme and chance to buy discounted First Group shares.
* Flexible working.
We put a big focus on physical and mental wellbeing at First Bus. We recognise that anyone can be affected by the stresses and strains of work, or life outside it. You'll find a range of health-promotion initiatives, and you will have 24/7 access to our confidential Employee Assistance Programme.
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