Office Support Coordinator

2 weeks ago

Chelmsford, Essex, United Kingdom COLAS RAIL UK Full time

About the Role

We are seeking a highly organized and detail-oriented Office Support Coordinator to join our team at Colas Rail UK. As an Office Support Coordinator, you will play a critical role in maintaining effective control of all programme/project documentation, consistent with national standards and processes.

Key Responsibilities

  • Establish and maintain document control processes and storage soft and hard copy media for all Alliance design and construction products.
  • Monitor so that the Alliance programme and project teams comply with document control processes and procedures.
  • Control information flows with external suppliers in accordance with document control requirements.
  • Undertake general office administration duties including control of all mail, co-ordinating diaries, processing and maintaining personnel records including vulnerable assets such as mobile telephones; make necessary returns.
  • Organise meetings and the production, collation and dissemination of documentation for and resulting from them. Take minutes when required and follow up actions from the meeting.
  • Provide a consistent telephone presence on behalf of the team delivering excellent customer service levels. Provide communications to the team, including sending messages as required.
  • Maintain an efficient filing system paying particular attention to records of standing meetings, statutory records and authorisations.
  • Utilise financial and procurement systems and act as Local Purchasing Agent (where directed) by ordering stationery and other office consumables as required.
  • Report team problems e.g. IT and office facilities and monitor response.
  • Undertake administrative tasks as directed including technical literature searches for the team.
  • Undertake the role in a way that is consistent with, and reinforces, Network Rail's values.
  • To develop, maintain and manage positive collaborative relations with delivery teams and plant suppliers.
  • To follow and discharge the RRV supplier strategy and therefore provide best value of procured materials and services for the Alliance.
  • To work closely with the delivery teams to collate and request accurately and diligently the RRV, Small Plant and Welfare requirements of the business.
  • To manage the effective sourcing of goods or services to achieve Alliance priorities, efficiency targets, compliance with Alliance procedures, governance, legal (including EU Directives) and regulatory requirements.

What We Offer

  • Competitive Salary
  • 34 days annual leave (inclusive of public holidays)
  • Industry leading Life Assurance
  • Healthcare Cash Plan
  • Wellbeing Employee Assistant Programme
  • Pension Scheme
  • Eye Care Vouchers
  • Long Service Award
  • Season Ticket Loan
  • Occupational Health Service

We are committed to fostering an inclusive and diverse workplace. We believe that diversity drives innovation and creativity, and we actively seek to create an environment where everyone feels valued and respected. Regardless of background, disability, age, race, religion, or gender, everyone is welcome at Colas Rail. We strive to promote equity and eliminate discrimination, actively seeking to create a workforce reflective of communities we serve. We welcome applicants from all backgrounds, offering flexible and inclusive adjustments to the interview process. We are proudly part of the Disability Confidence Scheme, and as such we operate a Guaranteed Interview Scheme if you meet the minimum requirements. Join us in making a positive impact and apply for this exciting opportunity to be part of a team that values diversity and embraces unique perspectives.

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