Temporary Office Coordinator

3 weeks ago


SunburyonThames Surrey, United Kingdom Page Personnel Sales Full time

About Our Client

A multinational oil and gas company headquartered in sunbury on thames.

Job Description

  • General office administration:
  • Travel / visit logistic arrangement:
  • Guide / advise on visa process and obtain invitation and business letters when requested - TSI team and other colleagues visiting India in a TSI capacity
  • Prepare travel itineraries, agendas, booking of hotel, flight, transportation and visa applications for 3 leaders
  • Coordinate visit schedules for key visitors, including booking of transportation, in UK, Houston and India
  • Complex diary management across multiple time zones (3 leaders)
  • First point of contact to internal and external stakeholders, must be able to represent the team appropriately, assisting visitors with travel arrangements, accommodation, office requirements etc.
  • Internal Communications:
  • Owner of the bpTSI Teams site - accountable for maintaining up-to-date content and membership
  • Event / meeting coordination:
  • Setting up and managing a range of conference meetings and workshops
  • Facilitating recurring meetings - manage dial-in details, meeting room bookings, deck projection, recording of meeting where required
  • Organising events / meetings hosted in person and via Teams and arranging relevant facilities and logistics including catering, stationery,
  • Arranging of Team builds, offsite events, evening meals etc
  • Manage new joiners process - account creation and site pass creation (where applicable) induct and show new hires / contractor staff around Sunbury campus
  • Knowledge of site and procedures
  • Document and follow up on actions and decisions from meetings
  • Manage exit process - returning laptops and badges, suspending account, removal from Teams channels
  • Partner with the other members of the admin community to provide cross team support when needed
  • Logging IT requests - such as hardware issues or facilities requirements and order IT accessories where requested
  • Manage office space for the team including availability of desks for visitors liaising with Workplace team when needed
  • Sourcing and booking meeting rooms, in Sunbury and other locations such as North Sea, Houston and Central London
  • Other ad hoc administrative duties i.e. ordering stationery etc
  • PO creation and management for programme activities and ordering hardware
  • Printing/Materials organisation for workshops/ key meetings
  • Supporting with MS planner activities

The Successful Applicant

Looking for someone who is experienced within

  • Office management
  • Office coordination
  • Experienced with admin duties
  • Technical knowledge

What's on Offer

  • Hybrid working model
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