Office Coordinator

8 months ago

Norwich, 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.

Working in our East Anglia office team as **Office Coordinator**, this key role will assist with the coordination across two offices. Assist with the management of local office contacts for reception, hard and soft services. Support the senior team on Health & Safety (H&S), IT liaison, Information Security and Environmental champion compliance/CSR. Managing requests from multiple stakeholders across the two offices.

The role will be **office based every day in Ipswich with travel to our Norwich office once a week **including day-to-day tasks, to support the office and to provide an efficient, effective and professional coordination to the teams to deliver a quality service.

The BDO National Facilities team are responsible for the smooth running of the offices and working closely with the SBU Lead Partner and the Office Coordinator which enables effective planning of the office operations. Key areas include responding to requests for managing the offices in a timely manner by proposing possible solutions or escalating where appropriate.

In this key role you’ll also:

- With guidance of the National Facilities team, carry out office checks, ensure the office is compliant with Health & Safety (H&S), Fire & Environmental regulations
- Conduct H&S audits on a weekly and monthly basis to update BDO systems to support our accreditations
- Office awareness training is provided o cover various aspects of regulations and compliance
- Be aware of BDO policies and support staff on systems and requirements and reporting platforms
- Assist with BDO various ISO accreditation requirements and audits, including Business Continuity Planning
- Assist with auditing and paperwork to keep the office is compliant ready for the various ISO audits
- Collate information required for carbon reporting and BDO’s ESG programme
- Assist in coding invoices
- Check PPMs are completed correctly and relevant meter readings provided
- Training supplied to carry out the role of Chief Fire Warden for offices and checking fire warden training is up-to-date
- Training supplied to be a First Aider and checking appropriate first aiders are qualified
- Environmental champion in the office and assist with projects as they arise
- Training given to be the office H&S Representative and DSE Assessor for the office
- Check certifications are in date and that relevant training and assessments have been completed
- Assist the IT team in cascading information to the office employees
- Ensure local contracts are regularly audited to confirm compliance with SLA’s and agreed KPI’s
- Ensure all office cleaning and maintenance, is carried out for the office working with local contractors and suppliers
- Manage day to day office issues raised by staff and reception co-ordination and contractor visits
- Work with the Lead SBU Partner and National Facilities team and local stakeholders

We’re looking for someone with:

- Office/administration experience
- An interest in the duties as outlined
- Professional services experience beneficial but not essential
- The ability to work in a busy environment, meet deadlines, and to respond quickly
- IT literate
- Previous experience of Workday valuable but not essential
- Excellent communication skills, both written and oral, and the ability to communicate wi

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