Office Coordinator

Job Description

Location/s: Tadley, UK
Recruiter contact: Alice Roostan

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices.

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual.

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

About the business unit
Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.

Overview of the role

You will be an ambassador for Mott MacDonald as the first person our clients and visitors will meet. With a professional, warm and welcoming personality you will be focused on ensuring everyone enjoys a great experience when attending our premises. You will work as part of the Premises ‘go to’ team for all local help and support and you will have high standards when representing Mott MacDonald and upholding our corporate brand.

This office based role is part-time (30 hours, Mon-Thurs), reporting directly to the Reading Office Manager. Your activities will include but not limited to:

• Be the key point of focus for all things office related
• Responsibility for meeting & greeting all visitors ensuring a welcoming and safe environment is always maintained
• Securely handling calls, post, orders i.e. PPE & stationery and general enquiries
• Communicating local office inductions, emergency arrangements, first aid etc
• Ensuring workstations and meeting rooms are set up correctly, with all AV equipment in working order, including troubleshooting when required
• Maintaining the catering supplies for the office
• Assisting the Office manager where required on any H & S tasks
• Act as an appointed first aider and emergency warden
• Co-ordinate emergency wardens and first aid cover
• Act as the first point of contact for any maintenance or cleaning issues, making sure issues are logged promptly
• Ensure the office is kept clean & tidy including compliance with our clear desk policy
• Undertake monthly office inspections
• Coordinating car parking arrangements including visitor parking
• Occasional travel required to our Reading office.

Candidate specification

As an Office Coordinator you will be focused on operational activities for the office ensuring staff and visitors enjoy a great experience when attending our premises. In this role you will be responsible for compliance with all mandatory procedures under Mott MacDonald’s Business Management System, namely health, safety, security, information security, and office environmental management.

Desirable criteria for the ideal Office Coordinator:

• Previous experience in an Office/Facilities/Front of House role
• Excellent people skills
• Ability to effectively communicate with staff and visitors through, phone, email and in person
• Able to work independently and as part of a team
• Some knowledge of Health and Safety in the context of an office environment
• Be prepared for a very varied role
• Know what is and deliver great customer service
• Ability to keep calm and patient even in challenging situations to resolve immediate problems and deliver long term solutions
• Proficient in MS office applications

Please be advised that offers for this role are conditional upon obtaining the appropriate level of Security Clearance.

Closing date for applications for this role will be midnight on Friday 29th May. Please note: If we receive a high volume of applications before this date, the avdert may be taken down early.

We welcome applications from individuals at all experience levels who believe they possess the necessary skills. We are committed to fostering a diverse and inclusive workplace, and we encourage candidates from all backgrounds to apply.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.