Administrative Coordinator

6 days ago

Birmingham, Birmingham, United Kingdom Gensler Full time

About the Role

Gensler is seeking a highly skilled and organized individual to join our Birmingham Admin team as a Reception and Office Coordinator. This is an exciting opportunity to work in a fast-paced environment where you will be an integral part of ensuring the smooth operation of our reception and office.

Key Responsibilities

  • Provide exceptional customer service to team members and guests, ensuring a positive reception experience.
  • Meet and greet visitors, offering assistance and providing refreshments as needed.
  • Maintain the cleanliness, aesthetic integrity, and organization of the office.
  • Perform audits of the facility, recording items in need of repair or replacement.
  • Coordinate with other office admin staff on the day-to-day running of the office.
  • Inventory, order, and restock office, pantry supplies, marketing materials, and facilities.
  • Assist with coordination for hotels, restaurants, parking, and activities for visitors and staff.
  • Plan and coordinate logistics and catering for office events.
  • Coordinate with different communities and functions, and manage/update the Office Calendar.
  • Assist with onboarding new team members.
  • Provide IT/AV support as needed.
  • Check regularly throughout the day that all meeting rooms are prepped and tidy.
  • 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.
  • 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, handling all queries in a professional manner.
  • Monitor the conference room schedule and bookings.
  • Update books and vendor contact details on the Library Resource Database.
  • Work closely with facilities to maintain the environment to a satisfactory level.
  • Assist with postal needs and deliveries.

Requirements

  • Minimum of 2 years of experience in a similar role.
  • Willingness to work full-time in the Birmingham Office.
  • 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.
  • Must be organized, efficient, and enjoy working with a team as well as working independently.
  • 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 & 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

Gensler is committed to supporting the well-being and growth of our employees. Our comprehensive benefits package includes medical and dental insurance, season ticket loans, pension, and twice-annual bonus opportunities. We also offer reimbursement for certain professional qualifications and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes. Our professional development programs are strategic investments in our future.

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