Office Coordinator

At McDermotts, we’re seeking an experienced Office Coordinator to join our dynamic team.

This role will maintain responsibility for the day to day running of the office.

As Office Coordinator this role encompasses a broad range of responsibilities, from overseeing exceptional front desk customer service to building maintenance and ensuring office compliance.

Main Responsibilities

Front of House

• Professionally and confidently handle and redirect all incoming calls.
• Manage all visitor / contractor sign-in procedures, ensuring all security / safety processes applied.
• Collect and store all deliveries for requisitioner to collect and verify content.
• Managing all inbound and outbound postage requirements, incl franking machine.
• Maintain a clean and organised reception area.

Soft Facilities

For Facilities, directly reporting to the Facilities Manager, and in their absence the Managing Director.

Appearance – cleanliness, hygiene, housekeeping. This will be achieved through a combination of

• Weekly Routine (Office Visual Inspection - housekeeping, damages, stock levels, etc)
• Monthly Formal Inspection (fire doors, contractors at office premises, car park and correct parking; car park reg numbers, status of tasks performed by delegated representatives such as fire, first air and defib)
• Quarterly Review of cleaning contract / schedules and products ordered/supplied on behalf of McDermotts

Manage the Facilities shared mailbox, actioning items arising (incl problem / hazard reports).

Ordering all stocks via Purchasing Department and ensuring placed at point of use across the building, incl:

• Kitchen stocks – tea ,coffee, sugar, equipment, milk etc
• Toilet facilities – e.g. rolls, handwash
• Meeting room e.g. flip chart, water
• Stationary – e.g. A4/A3 paper, plotter paper and inks.

Ensuring kitchen properly supplied (equipment, consumables), clean, and dishwasher turned on at end of the day.

• Ensure correct setup and usage of all meetings rooms (incl water).
• Order food for special occasions (e.g. customer visits, etc).
• Decorate the office during Christmas period.
• Attend to any spills outside of cleaners working hours.
• Maintenance of noticeboards and signage at the premises.
• Record keeping (e.g. key holders, vehicle registration numbers in car park).
• Track and process all defibrillators on the Circuit; ensuring batteries maintained as appropriate.
• End of day walk through (windows, etc).

Hard Facilities

For Facilities, directly reporting to the Facilities Manager, and in their absence the Managing Director.

Facilities Coordinator is responsible for the implementation of the Facilities SOP, including:

• Assisting the Facilities Manager with the implementation of environmental, health, safety, welfare, security at the site (including fire, asbestos, legionella, waste, first aid), including deputising as “responsible person” for fire.
• Ensuring all personnel are aware of their responsibilities (e.g. waste handling, disposal).
• Supporting the Facilities Manager with the creation, maintenance, review of risk assessments (incl fire, general building/office, DSE, asbestos, legionella, office COSHH, site environmental risk assessment, etc) on an annual basis or after significant changes. Whilst this may involve participation from SHEQ; the ownership, understanding and implementation is the responsibility of the Office Coordinator.
• Supporting the Facilities Manager with the implementation and review of the effectiveness of control measures specified within risk assessments.
• Timely implementation of the schedule of maintenance, servicing, thorough examinations.
• Coordinating contractors servicing the Head Office (vetting, RAMS approval, inductions).
• Supporting the management of key contracts (incl franking machine, cleaning, etc).
• Timely action of defects/hazard reports and monitoring of facilities@ email account.

Assisting the Facilities Manager with delegated items are implemented:

• Managing Director – major works, energy efficiency investments, requests for changes
• Fleet Manager – workshop, yard
• SHEQ Director – health, safety, environment, energy
• ICT – telephone infrastructure, access control, IT equipment
• Finance Specialist – energy supply, meters/monitoring
• Fire Marshalls – fire alarm checks and emergency evacuation.
• Produce monthly Facilities report.
• Conducting premises/safety inductions for new starters, visitors, and contractors.

Support the Facilities Manager with attendance at any out of hours works to open/close building for special / exceptional building works.

Resourcing

Support resourcing activities including:

• Booking medicals
• Booking HS2 inductions
• Issuing customer pre-enrolment links

Generating and circulating monthly statistics for Departments from Chime.

Driving at Work

Supporting the Transport Manager with the administration of the company approved driving register; sharing fines arising and redirecting complaints arising from third parties.

General Office Support

Marketing - with presentation amendments and printing.

Staff Events - staff events (e.g. invite list collation, inviting, postage, tracking RSVPs, other printing and labelling, etc).

Commercial – with presentation amendments and printing; other printing requests.

Training - Coordinate the monthly dispatch of training certificates/cards to personnel; scan, label and file hard copy certificates and cards.

Resources - Birthdays and special occasion flower arrangements (when required).

Carry out any other reasonable duties as requested by line manager.

Requirements:

Essential:

• Proven administrative experience in an office or site-based environment.
• Proven experience dealing with people on the telephone.
• Experience in a fast-paced office environment with multiple priorities

Essential:

• Strong written and verbal communication skills, including use of telephone.
• Strong organisational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritise workload and meet deadlines.
• Competence in document management and filing systems (physical & digital).

…working towards knowledge of health & safety requirements within office premises.

Benefits:

• Free on-site parking
• Pension
• Health Cash Plan Scheme
• Death in Service
• 33 Days Holidays Inc Bank Holidays Increase with service
• Free day of for Birthday

Schedule:

• Monday to Friday
• No weekends

Education:

• GCSE or equivalent (preferred)

Job type: Full-time

Working hours: 08:00 – 16:30

Site location: Aston HQ

Why Join McDermotts

McDermotts is a nationwide civil engineering and groundworks company based in Birmingham, supporting some of the largest construction companies across the length and breadth of the UK. Established in 1994, we’re a family-founded business that still operates with the customer focus and values we started with. Construction is our passion, and we believe that the industry can provide rich and rewarding experiences.

Our certifications include: CIOB, ISO 45001, ISO 9001, ISO 14001, ISO 50001, NHSS30, PQS Health and Safety SSIP, Achilles Building Confidence, Safe contractor, Construction Line, SMAS, Mission Zero and Considerate Constructors.

To ensure we continue to meet the needs of our customers and grow as a business, we continually look for new recruits to join our team. When you engage with McDermotts, you are not just joining a team, you become part of our family. Our culture is built around supporting each other and working together to achieve success.

Commitments

McDermotts is an equal opportunities employer, and we value diversity. All engagement is decided based on a qualifications, merit and business need.

Applicants from outside the UK must have a suitable visa or the Right to Work in the UK to be considered for this job.

Your shared personal information will be stored and shared by email or a printed copy with HR and hiring managers in relation to any open vacancy for which you wish to be considered.