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Office Coordinator

2 months ago

High Wycombe, Buckinghamshire, United Kingdom Moston Full time
Position Overview

**CANDIDATE MUST HOLD ACTIVE DV CLEARANCE**

Role Objective:

We are looking for a meticulous and systematic Office Coordinator to become a vital part of our organisation, delivering extensive administrative assistance for a defence-related project. The ideal candidate will facilitate the efficient operation of daily activities, oversee documentation, and aid in the orchestration of project tasks.

Primary Duties:

  • Administrative Assistance:
  • Deliver comprehensive administrative support to the defence project team.
  • Handle communications, including electronic correspondence, letters, and telephonic inquiries.
  • Organise and maintain project documentation and records.
  • Document Oversight:
  • Draft, review, and disseminate project-related documents.
  • Ensure all documentation is current, precise, and adheres to organisational standards.
  • Oversee document management processes, including version control and archival procedures.
  • Meeting Coordination:
  • Arrange and coordinate meetings, appointments, and travel logistics.
  • Prepare meeting agendas, record minutes, and circulate them to relevant stakeholders.
  • Collaborate with both internal and external parties to guarantee seamless project implementation.
  • Reporting Duties:
  • Assist in the creation of reports, presentations, and other project-related materials.
  • Compile data and produce regular status updates for management evaluation.
  • Regulatory Compliance:
  • Ensure all operations align with organisational policies and legal requirements.
  • Safeguard the confidentiality and security of sensitive data.
  • Team Support:
  • Provide administrative assistance to team members as necessary.
  • Facilitate the onboarding of new personnel and coordinate training sessions.
  • Office Administration:
  • Procure and manage office supplies and equipment.
  • Maintain a clean and well-organised office environment.

Required Qualifications and Skills:

  • Demonstrated experience as an Office Coordinator or in a comparable administrative capacity.
  • Exceptional organisational and time-management abilities.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Capability to work autonomously as well as collaboratively within a team.
  • Attention to detail and adept problem-solving skills.
  • Familiarity with document management systems and project management software is advantageous.
  • Experience in the defence industry is beneficial but not mandatory.

Personal Characteristics:

  • High degree of integrity and professionalism.
  • Ability to manage confidential information with care.
  • Proactive and self-driven.
  • Strong interpersonal skills with the ability to foster relationships with stakeholders.