Office Coordinator - Nottingham, United Kingdom - Hardstaff Barriers - A trading division of Hill & Smith Infrastructure Ltd

Description

The Company:
Hardstaff Barriers is a multi-award-winning manufacturer and supplier of protective barrier and perimeter security systems.

Available as both temporary and permanent solutions, our hostile vehicle mitigation systems (HVM), perimeter fencing, concrete security barriers and access gates are designed for one thing: to keep people and property safe.

Our highly accredited products are designed to offer the highest levels of protection and are delivered with expertise and excellence.

We also deliver the National Barrier Asset for UK Government.

Our product approvals give protection in all transport and construction sectors including Highways, Aviation, Nuclear and Ports for protection and delineation.

Job Objective:

We are looking for an Office Coordinator to be responsible for the efficient running of the Hardstaff Barriers, ensuring excellent customer service is delivered to all internal and external customers.

You will also take control of the office and facilities management for the Hardstaff Barriers. Office space and provide administration support to the team members.

Your role will be incredibly diverse and will range from front of-house support, ensuring the office is well stocked and maintaining aspects of employee information.

This is a fantastic opportunity for an experienced administrator to diversify their skill-set and add value to a small, yet growing organisation.

You will be the first point of contact for our company. You must have a positive attitude, willing to learn and be a team player.

This is an opportunity to develop your skills and work in the UK's market leader in the supply and provision of temporary concrete barriers.

Responsibilities:

Reception

• Answering the Hardstaff Barriers main telephone line dealing with calls in an efficient and timely manner, screening them and directing them to the relevant staff members if required.
• Greeting all visitors in a professional, courteous & timely manner
• Receive, sort, and distribute daily mail/deliveries
• Managing outgoing post
• Ensuring the security and fire procedures for visitors are adhered to
• Ensure public / reception areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

Office and Facilities Management

• Ordering of all kitchen supplies and office stationery as required demonstrating control of costs and effective stock control
• Being the first point of contact for facilities issues, dealing with problems in an efficient manner
• Manage the supply and installation of ink and paper for the printers
• Managing the maintenance schedules to ensure work and checks carried out on time.
• Managing of archiving information in line with GDPR
• Ordering office lunches, drinks and refreshments for meetings as required
• Providing basic induction training for new office staff members
• Managing relationship with cleaning company ensuring an excellent service is received at all times as per contract
• Ensuring that office areas and meeting rooms are set up and kept clean and tidy

Administration Support

• Providing administration support to the Senior Managers which can include but not limited to meeting room management and preparing presentations
• Providing administration support to the other business functions such as commercial, sales, operations, SHEQ & Fleet

and Logistics as required

• Admin support for entry of stock management records, upload data into stock records and AX accounting software.
• Process movement of goods through AX software.
• CRM administration support.

General Responsibilities:

• Act in a manner that represents Hardstaff Barriers when undertaking any company business
• Report all accidents, incidents, and nearmisses
• Assist with any investigation that arises from the reporting of accidents, incidents and nearmisses
• Comply with all statutory requirements for the location the works are being undertaken
• Undertake any specific assessments for the tasks being undertaken, these may include but not be limited to:
• Company Medical
• Drugs and Alcohol Testing
• Driver Risk Assessment

Please note the above list is not exhaustive, and other areas may be identified and included as work practices and systems are developed.

Who we're looking for

You will be a self-motivated and assertive individual, able to work and deliver to deadlines without supervision. Full training will be given.


However, we require the following:

• Proven work experience as a Receptionist, Front Office Representative or similar role (essential)
• Proficiency in Microsoft Office Suite
• Professional attitude and appearance
• Have an excellent telephone manner with strong verbal and written communication skills, ability to communicate well at all levels
• Ability to be resourceful and proactive when issues arise
• Have excellent multitasking skills and a keen eye for detail
• Be positive and flexible in approach and willing to go the extra mile

What we are offering