Office Co-ordinator

6 months ago


Ipswich, United Kingdom BDO Full time

**Ideas | People | Trust**

We’re BDO. An accountancy and business advisory firm, providing the advice and solutions entrepreneurial organisations need to navigate today’s changing world.

We work with the companies that are Britain’s economic engine - ambitious, entrepreneurially-spirited and high‑growth businesses that fuel the economy - and directly advise the owners and management teams leading them.

**We’ll broaden your horizons**

Playing an important support role at BDO, our Secretarial and Administration team contributes to our success by taking responsibility for planning and organisation. Their proactive approach to what we do ensures our projects operate seamlessly and co-operation remains strong across our firm. Whatever the challenge, they provide the foundations on which we can excel. Joining this team, you’ll enjoy a friendly and supportive environment - and plenty of variety to keep you on your toes. Want to play your part in our international operation?

**We’ll help you succeed**

Leading organisations trust us because of the quality of our advice. That quality grows from a thorough understanding of their business, and that understanding comes from working closely with them and building long-lasting relationships.

You’ll be someone who is both comfortable working proactively and managing your own tasks, as well as confident collaborating with others and communicating regularly with senior managers, directors, and BDO’s partners to help businesses effectively. You’ll be encouraged to identify and draw attention to opportunities for enhancing our delivery and providing additional services to organisations we work with.

As an **Office Coordinator **working in our East Anglia Hub Operations team, this key role will assist with the coordination of facilities across two hubs. Assist with the management of Local Hub contracts for hard and soft services. Responsible for H&S, IT liaison, Information Security and Environmental champion compliance/CSR, Fire Warden, First Aider, DSE Assessor in two local hubs. Managing requests from multiple stakeholders across the two hubs. The role will include day-to-day tasks, project work and ad hoc requests. The role is an important part of the department to provide an efficient, effective and professional coordination to the teams to deliver a quality services. The Facilities team are responsible for the smooth running of the offices and working closely with the SBU Lead Partner and PFM Team (Property & Facilities Management), which enables effective planning of the hub operations. Key areas include responding to requests for managing the hubs in a timely manner by proposing possible solutions or escalating where appropriate.

In this key role you’ll also:

- Be based in Ipswich and travelling to our Norwich office once a week
- Ensuring relevant certification is shown in the office and in date
- Co-ordinating Department/stream information for the Senior PFM Manager/Lead SBU Partner
- Ensure the office is compliant with Health & Safety (H & S), Fire & Environmental regulations at all times
- Awareness of the office’s Legionella Management system, assisting with compliance with current regulations
- Conduct H&S audits on a weekly and monthly basis and report findings to the Senior PFM Manager
- Watch and report that office staff are complying with regulations and that the H & S reporting system is updated
- Work with the Department H&S Representatives
- Advise departments on completing Risk Assessments for events and client site working
- Ensure incidents and accidents are recorded in accordance with the Firms Policy and assist with investigations as required
- Provide facilities support to the office for Business Continuity
- Assist with auditing and paperwork to keep the office is compliant ready for the ISO14001:2015 standard
- Assist with filing required data for the annual SECR in the required timescales
- Assist with audits and collating information required data for ESOS in the required timescales
- Assist with audits and collating information for PAS2060 Carbon Neutral status
- Understand from the Senior PFM Manager the office budgets to assist with ensuring no overspends
- Assist in raising Purchase Orders and coding invoices
- Assist with the Information Security audits and help updating the office business continuity plans when required
- Keep the Information Security Team and Lead SBU Partner up-to-date with anyone losing passes/laptops and any paperwork issues
- Check PPMs are completed correctly and relevant meter readings taken
- Chief fire warden for offices and ensure fire warden training is up-to-date
- First aider and ensure appropriate first aiders are qualified
- Environmental champion in the office and assist with projects as they arise
- Order DSE equipment as requested by the Senior PFM Manager
- Ensure that hub staff are complying with regulations and that the H & S reporting system is updated
- Ensure that Fir



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