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Business and Logistics Coordinator

4 months ago

Westhill, United Kingdom Fides Oak Full time

At FidesOak, we believe that High Performing Cultures start with High Performing Teams, and that individuals are at the heart of the solution. We support individuals, teams and organisations to realise their potential, exhibited in their improved performance, making them more agile, resilient, efficient, productive and safe.

**Summary**

We are recruiting for a Business and Logistics Coordinator who is part of the Operations team. This is a supporting role, which will work closely with FidesOak Associates who are delivering services as well as the FidesOak Solutions, Operations, Business Development and Finance teams. The role will include logístical arrangements, recruitment administration and coordination, marketing and branding administration as well as office management duties.

**Location**:Hybrid working (Office: Westhill, Aberdeenshire)

**Reports to**:Project Manager

**Duties and Responsibilities**

**Logistics**
- Booking international and UK travel and accommodation
- Organising rental cars
- Booking internal meeting rooms out with the office location
- Organising and maintaining visas for international travel
- Timely follow up of invoices for booked travel and accommodation
- Maintaining the relationship with the travel agent and providing feedback as necessary.

**Recruitment and **On-boarding**
- Organising Associate and Staff interviews and assessment centres (including booking rooms, sending out joining instructions, confirming availability, etc.)
- Maintaining the Recruitment mailbox
- Onboarding Associates and Staff into FidesOak, including paperwork and IT set up
- Coordinating Associate Project inductions (e.g., room bookings, sending invites, accommodation, confirming availability, etc)
- Ordering PPE and managing the PPE supplier relationship
- Creating FidesOak CVs and Bio’s for Associates and Staff
- Ensuring the Project Management software is up to date.

**Associates and Staff**
- Maintaining Associate and Staff details to ensure forms, certificates, insurances, etc., are up to date
- Ensuring resource planning software is maintained for FidesOak staff.

**Marketing and Branding**
- Acting as brand ambassador (e.g., ensuring everyone follows the brand guidelines)
- Update website with new content when required
- Maintaining social media presence (e.g., updating LinkedIn where required)

**Office Management**
- Maintaining stationery and general upkeep of the office
- Maintaining the on-call system
- General office management
- Maintain laptop register
- Maintain the info mailbox

**Other**
- Project administration support when required, e.g., shipping training materials
- Any other business-related tasks as required by the business.

**Essential Knowledge, Skills and Abilities**
- Adaptable and flexible to be able to work in a dynamic, fast paced environment
- Excellent Microsoft Office skills including Excel, Word, Outlook, MS Teams
- Excellent attention to detail
- Excellent written and verbal communication skills
- Time-management and priority setting
- Pro-active approach to find solutions
- Ability to work under pressure
- Team player with ability to work both independently and autonomously

**Desirable Requirements**
- Hold UK driving license
- Experience in project management and resource planning software
- Experience in logistics, including visa management
- Experience in marketing and branding, including social media management

The above statements are intended to describe the general nature and level of work being performed in this role. It is not an exhaustive list of all responsibilities, duties, and skills required. You may be required to perform duties outside of your normal responsibilities from time to time, as required by the business.

Training will be provided in the areas you are unfamiliar with.