Office Support Specialist

2 months ago

Birmingham, Birmingham, United Kingdom Gensler Full time

About the Role

We are seeking a highly skilled and organized individual to join our Birmingham Admin team at Gensler. As an Administrative Coordinator, you will play a vital role in ensuring the smooth operation of our office and providing exceptional support to our staff and clients.

Key Responsibilities

  • Provide a positive reception experience for team members and guests, including meeting and greeting visitors, offering assistance, and providing refreshments as needed.
  • Maintain the cleanliness, aesthetic integrity, and organization of the office, including performing audits of the facility and recording items in need of repair or replacement.
  • Coordinate with other office admin staff on the day-to-day running of the office, including inventory, ordering, and restocking office supplies, marketing materials, and facilities.
  • Assist with coordination for hotels, restaurants, parking, and activities for visitors and staff, as well as plan and coordinate logistics and catering for office events.
  • Manage and update the Office Calendar, assist with onboarding new team members, and provide IT/AV support as needed.
  • Check regularly throughout the day that all meeting rooms are prepped and tidy, and support Gensler's sustainability goals, particularly in areas relevant to your daily duties.
  • Engage and collaborate with the larger team on sustainability efforts and initiatives, and research and implement ways to optimize our internal workflow's environmental impact.
  • Complete ad-hoc reception and office administration duties and assist teams as required, promote events happening within the office, and facilitate participation.
  • Answer, screen, and direct calls, handle all queries in a professional manner, monitor conference room schedules and bookings, and update books and vendor contact details on the Library Resource Database.
  • Work closely with facilities to maintain the environment to a satisfactory level, and assist with postal needs and deliveries.

Requirements

  • Minimum of 2 years of experience in a similar role.
  • Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism.
  • Ability to problem-solve, both individually and as part of a team, with a responsive and proactive approach and strong follow-through skills.
  • Flexibility and a willingness to get involved in areas that may be outside your core responsibilities.
  • Organized, efficient, and able to work both independently and as part of a team.
  • Excellent attention to detail and superior organizational and time management skills.
  • Strong verbal and written communication skills.
  • Sensitivity to confidential projects and information.
  • Presentable and client-ready.
  • Knowledge of Photoshop/Bluebeam and Indesign is a bonus.
  • Knowledge of Workday and Salesforce is a bonus.
  • Bachelor's degree preferred.
  • Interest in growing within a global business.
  • Ability to anticipate needs and operate proactively.
  • A sense of pride in delivering warm, first-class customer service.

About Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice-annual bonus opportunities.

As part of the firm's commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

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