Office Administrator

About The Role

About this opportunity

Gleeds is a world class management and construction consultancy with over 130 years' experience in the property and construction industry. We are looking for an experienced Office Support Co-ordinator to join our Nottingham team.

This role presents an exciting opportunity to be instrumental in creating a vibrant and smooth-running environment for colleagues in our prestigious city centre location. The position would suit a proactive, enthusiastic, flexible and creative individual with energy and strong customer focussed organisational and communication skills, and the ability to build positive relationships. The Office Support Co-ordinator will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.

This individual will be required to work from our Central Nottingham office location (opposite the Train Station) Monday to Friday, 08:30AM-17:00PM.

About You

Responsibilities

The Office Support Co-ordinator will be primarily responsible for the front-of-house delivery of a seamless user and visitor experience in the Nottingham office, ensuring an efficient, professional and welcoming environment. The role of the Office Support Co-ordinator is to serve as a focal point between internal business operations and external clients, visitors and other businesses within our premises, ensuring that the highest level of service is provided to all stakeholders. The individual will be multi-skilled to meet the wide and varied requirements of the role.

Responsibilities include, but are not limited to:

• Provide an exceptional customer service experience to visitors, internal and external clients/colleagues, acting as a single point of contact for all enquiries.
• Take an active role in driving and recording the social values agenda of the company through imaginative and inspirational activities and team volunteering days (Social Values Sponsor).
• Arrange and support internal events, ie team building, business briefings, Christmas party, CPD sessions.
• Arrange and support client events.
• Efficient visitor registration and host notification. Ensure visitors are greeted and welcomed courteously and their needs are anticipated.
• Undertake general office administration duties, including managing emails, phone calls, incoming and outgoing mail, office supplies and co-ordinating meetings, ensuring efficient workflow and effective communication within the office environment.
• Advise visitors and new colleagues on required Health and Safety procedures and emergency evacuation requirements.
• Maintain files and records with effective filing systems.
• Ensure the overall environment is maintained in a clean, tidy and organised manner at all times.
• Trouble shoot client and visitor problems using research and problem-solving skills.
• Organise concierge type services as required for visitors and colleagues, where required and provide general information on services available within the local area.
• Assist with the induction of new colleagues.
• Co-ordinate archiving and document storage/destruction requirements.
• In-house Fire Warden/First Aider (training will be given).
• Management of office facilities, to include Board Room set up and refreshments.
• Go-to point for facilities queries to include printers/AV equipment (training will be given).
• Monitor statistics on mandatory training, timesheets, office attendance etc.

Who we're looking for:

• Strong administration and customer service skills with experience of operating within a high-profile customer-facing environment and/or providing/managing reception/front of house service delivery in a seamless manner.
• Basic event management skills would be an advantage, together with a knowledge of Social Value within the workplace.
• Service orientated attitude with a flair for pro-active problem solving.
• Ability to motivate self and others, excellent time management and organisational skills, whilst working on own initiative.
• Good level of technology skills required to operate visitor management and other software systems.
• Excellent organisational and record keeping skills.
• Proficient in all Microsoft Office applications, eg Outlook / Word / Excel/ Teams / PowerPoint.
• Excellent command of both spoken and written English, with the ability to create and edit copy to correct grammar, spelling and punctuation to ensure consistent and accurate standard and style.
• Fire Warden/First Aider experience (not essential as training will be provided).
• A strong, reliable team player and effective communicator within a professional services environment, able to establish and maintain harmonious and professional relationships with clients and colleagues.
• Able to multi-task and work under pressure to tight deadlines with changing demands and priorities, whilst maintaining exceptional attention to detail.
• Monitor office expenditure through basic bookkeeping activities.
• Flexible to work outside of core office hours, where required.

About Us

A world of opportunity.

Gleeds is a place to be part of something bigger. We take pride in our diverse and supportive culture that empowers you to make a difference while creating connections with brilliant people - colleagues and clients alike. Enjoy doing work that shapes our collective future, while steering your own journey in a trusting environment. Benefit from our rich heritage and global opportunities as you construct a career with purpose.

With over 75 offices across the globe, you'll become part of a truly global team that isn't restricted by borders. We welcome new perspectives and ideas but above all, we believe that quality relationships sit at the heart of good business. We strive to be the people that seek to understand and bring people together. Wherever we are in the world, we're committed to the success of our people, clients and communities - giving everyone a safer and more sustainable place to live, work and thrive.

Our values underpin what we stand for and how we work:

• Professionalism with personality.
• Excellence with humility.
• Innovation with agility.

We're an equal opportunities employer and welcome applications regardless of age, disability, marital status, race, religion or belief, sexual orientation, transgender status or gender.

We recognise the importance of work/life balance and agree flexible working arrangements to suit each individual.

Gleeds is a Great Place to Work certified employer.