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HR and Office Operations Coordinator, Manchester
Client:
Engineers and Constructors International Inc.
Location:
Manchester, United Kingdom
Job Category:
Other
EU work permit required:
Yes
Job Reference:
fac0cdd2f806
Job Views:
6
Posted:
22.03.2025
Expiry Date:
06.05.2025
Job Description:
The ECI Group is seeking a mid-career HR & Office Operations Coordinator in our Manchester (Simon Carves Engineering) office to support various operations support functions, including subcontractor contract management, travel coordination, staff refreshments management, HR support, and office facilities administration. In this position, you will report directly to the HR & Business Support Manager in the Manchester office.
Key Responsibilities:
1. Subcontractor POs and Invoicing: Review contracts, generate monthly contract status reports and email leaders for contract decisions, and ensure seamless communications with all contract parties.
2. Prepare purchase requisitions and maintain a database of subcontractors.
3. Ensure documentation and compliance with all IR35 regulations.
4. Travel Coordination: Book flights and hotels, ensuring cost-effectiveness and maintain an active travel database of all activities. Assist in troubleshooting travel-related issues.
5. Provide visa support documentation (Client and employer letters) for international travel.
6. Ability to negotiate corporate rates with travel and hotel partners.
7. Staff Entertainment, Refreshments & Office Supplies: Organize company events and manage staff refreshment. Coordinate and organize staff and client food and beverages related to all in-house training and conference meetings.
8. Maintain a digital inventory for staff refreshments, preparing monthly reports on refreshment consumption and cost effectiveness, place orders with approved suppliers. Maintain relationships with refreshment suppliers, negotiating favorable terms and resolving any issues. Conduct monthly stock checks and ensure kitchen equipment is maintained, and kitchen areas are kept clean and restocked at all times.
9. HR Support: Process HR and payroll paperwork and update employee records in a timely manner. Assist in coordinating employee onboarding, orientation, offboarding, and benefits. Maintain confidentiality of company and employee information.
10. Office Facilities Administration: Act as Chief Fire Warden and First Aider. Oversee office furniture and equipment maintenance. Coordinate with IT on infrastructure needs for new employees or office changes. Ensure regular health and safety assessments are conducted in a timely fashion.
11. General Administrative Support: Schedule meeting rooms and manage shared calendars. Maintain filing systems and act as the first point of contact for visitors. Proficiently generate meeting minutes.
Qualifications:
Previous experience in office administration and proficiency in MS Office and HR software including Microsoft Generative AI (CoPilot). Excellent communication skills, both written and oral. Adept at multi-tasking in a fast-paced office environment with competing priorities. Be adept at optimizing ongoing HR and office operation support processes you are exposed to. Must have the unrestricted right to live and work in the UK.
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