Business Support Coordinator

4 weeks ago

Dundee, United Kingdom Insights Full time

Insights is a Learning and Development company which aims to change the world through the power of self-awareness.


Our core purpose is to create a world where people truly understand themselves and others and are inspired to make a positive difference in everything they do. Like any brilliant team we’re made up of different people. A career at Insights is about welcoming people for who they are, and supporting their journey towards whoever they want to become.


This role sits within our forward thinking People Function. Here, we focus on addressing the diverse needs of our global colleagues, from providing opportunities for personal and career growth to offering support during challenging times.


This role is an initial 6 month fixed term contract and will be part of the office based Business Support team. You'll be required to come into the office 8am-4.30pm Monday-Friday as you'll have responsibility for all internal/external meeting bookings and room set ups between the 2 offices in Dundee. As we're based in the Technology Park and you need to go between both offices you would ideally be able to drive.


Job Description


As Business Support Coordinator, you will partner with the global business to ensure excellent and timely customer service and fulfilment and perform an array of tasks. Your main focus will be on booking all the meeting rooms for colleagues across the business including catering, room set up and clearing down rooms after each meeting. In addition you'll work as a team to support travel, handling incoming calls and welcoming visitors at reception.


  • Assist in the organisation of internal and external meetings and event bookings
  • Checking stock and ordering from suppliers then receiving orders at the office
  • Organise and set up catering for meetings and events held internally
  • Manage meeting room bookings and liaise with meeting bookers to ensure rooms are arranged as required
  • Reconcile expenses and process invoices for our travel and catering partners using our Finance and purchase order systems ensuring times lines are met
  • Provide support around call and meeting scheduling – via adobe connect
  • Diary management support and reception cover as and when required
  • Screen, direct and action mail/email where appropriate, liaising with any relevant teams/person to action
  • Ensure team monthly expense claims are completed via concur in a timely manner
  • Receive, log, investigate and resolve customer queries in a way that builds client loyalty from efficient and effective resolution and offering a legendary customer experience every time
  • Ensure all shared email in-boxes are maintained and customer enquiries are responded to within agreed timelines


Experience Required

  • Customer service experience in dealing with the public and colleagues from events, reception, meetings or travel planning
  • Strong communication skills to collaborate effectively with a variety of people and teams to accomplish tasks
  • You will be agile and understand that no two days are the same and efficiently be able to tackle requests in a timely manner
  • Experienced at handling high volume of emails with the ability to handle enquiries by listening to and understanding the needs of customers
  • You will think as a team to support the needs of the business both virtually and physically at our office locations
  • Ability to prioritise, work under pressure with good time management whilst managing multiple projects and activities seamlessly within a fast-paced setting


Benefits:

• 35 days holidays

• Discretionary Annual Bonus

• Private Medical Insurance

• Income Protection

• Pension Plan

• Health Cash Plan

• Life Assurance

• Electric Car Scheme

• Gym-flex

• Employee Giving

• My Advantage – Employee Discounts

• Critical Illness cover

• Employee Assistance Program

• Holiday purchase option

• Flexible working


Everyone is welcome at Insights. We’re dedicated to creating a space where you belong — that means accepting you for who you are now and supporting you on your journey towards whoever you want to become.

Our colourful solutions help people see themselves and others in a new light and we love encouraging our diverse global community to experience the transformational power of Insights Discovery. Through listening and learning, we will continue to foster the connections that matter to build a more inclusive culture.

It is in our nature to nurture. We have developed an organisation which puts care for our people, inclusion, belonging and wellbeing at the heart of our approach. We’re strengthened by a community where we work together to co-create a culture that celebrates difference and welcomes everybody.

We love learning. We want to be better tomorrow than we are today and we’re up for the journey. Unapologetically human, undoubtedly individual. Colourful to our core.


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