Office Coordinator

8 months ago

Blackburn, United Kingdom Tensar Manufacturing Limited Full time

**Company**:
Tensar International

**Job Title**:
Office Services Coordinator (Gateway/Tensar Manufacturing)

**Department**:
Human Resources

**Job Grade**:
**Reports to**:
Senior HR Business Partner

**Direct Reports**:
0

**Job Purpose**_**:_

To support the effective day-to-day running of the Blackburn (Gateway) office and Tensar Manufacturing Limited (TML) site, coordinating professional and efficient communications service through reception services; coordinating with health and safety, the Company Car scheme and travel services.

**Key responsibilities**:
1. Reception - to welcome, meet, greet, and assist visitors at reception for both sites, providing coverage five days per week. Organise post, couriers, and day-to-day co-ordination of cleaning staff.

2. Office Coordinator - responsible for the smooth running of the offices, including company provided refreshments, vending machines, coordinating the repair/replacement of equipment; for purchasing staff incentive gifts and sending gifts.

3. Health & safety - Supporting the Health and Safety Manager with the day-to-day health & safety of staff and guests at the Gateway Offices and TML site, being a H&S representative at the Tensar UK health & safety meetings, leading risk assessment walks and is the lead Fire Warden, responsible for carrying out regular Emergency Evacuation tests at the Gateway office.

4. First Aid - organising training for First Aiders and regularly updating the list of First Aiders for Gateway and TML along with replenishing stock in the First Aid Kits.

5. Company car scheme - Administer the company car scheme in line with the rules of the scheme and in liaison with HR and Finance.

6. Organisation and filing of product roll and batch tickets to ensure we have well-ordered and auditable records

7. Event coordination - to support the planning, organisation and execution of key company events including venue hire, catering arrangements, transportation and accommodation of delegates

8. Business travel - To organise overseas business trips (including airline tickets, flights, hotels, car hire etc.) for all TIL employees and overseas visitors. Organising of business critical internal and external meetings e.g. the Kick-off and AOP meetings, liaising with internal and external colleagues. Arranging and allocating of meeting dates, time, and venues, including buffet lunches.

9. Maintaining petty cash for the TML team and coordinating with the finance team to ensure that accounts remain updated.

**Key competencies**:

- **Health & safety** - Highlights potential health and safety risks and hazards immediately, personally intervening when safe to do so
- **Integrity** - Seeks to solve problems as quickly as possible. Steps up when the organisation needs them to.
- **Teamwork & Diversity - **Makes the effort to get to know others, takes an interest in colleagues at Tensar to diminish signs of a ‘them and us’ culture.
- **Continuing Personal Growth - **Looks for ways to develop in their own role - either by seeking development opportunities or by taking on more responsibility or setting themselves stretching targets.
- **Accountability** - Reliable, trusted to do what they say they will do, within the deadline.
- **Continuous Innovation - **Flags potential issues and possible fixes; challenges current practices in a constructive, solution-focused approach.
- **Customer Centric Mindset - **Expresses pride to be part of Tensar, presenting themselves in a positive way to internal and external customers.

**Education/Qualifications/Skills/Abilities**:

- Excellent people skills, displaying a warm and welcoming persona - “the face of the business”.
- The ability to manage and prioritise multiple activities from a wide range of stakeholders, making sure expectations about deadlines and completion are managed effectively.
- Good verbal and written communication skills, with the added ability to communicate with tact and diplomacy.
- Problem solving skills; able to use initiative to find solutions
- High attention to detail
- Knowledge and use of company switchboard / telephone operating system.
- High degree of confidentiality expected at all times.
- Highly competent keyboard skills in MS office using Outlook, Word, Excel, and PowerPoint.
- Good organisational skills, attention to detail and accuracy. Ability to meet deadlines, accomplish work in order of priority, professionally maintain composure and effectiveness under pressure and changing conditions.

This position is located in Blackburn, Lancashire. Pay is commensurate with skill set and experience. Tensar International Limited is an Equal Opportunity Employer offering competitive compensation and an excellent benefits package.

**To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to en

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