Office Coordinator

Role Overview

The Office Coordinator at AB Dynamics plays a vital role in ensuring smooth daily operations within the business. They are responsible for performing a variety of administrative tasks to support staff, management, and customers. Typical duties include managing files and records, handling incoming and outgoing correspondence, answering phones, scheduling appointments, and processing data. You will also handle various business tasks such as visa applications and renewals, booking travel and accommodation, managing office supplies, and coordinating catering for meetings.

The role also extends to facilities support, including card management for contractors and assisting with health and safety initiatives.

Responsibilities

Core Duties:

• Business Travel: Act as the main point of contact for business travel queries from employees and visitors, liaising with the global immigration partner and tax advisor to ensure compliance with local regulations. Using our travel platform, Navan, to monitor travel spend, track trends, prepare reports and identify cost-saving opportunities, ensure travel bookings align with budget and policy
• Events Support: Assist with planning, arranging and delivering company events, including logistics, suppliers and onsite coordination.
• Track Test Coordination: Manage and coordinate test track bookings, scheduling and invoicing, ensure availability and accurate record-keeping.
• Info Mailbox Management: Manage real-time mailbox notifications, ensure timely acknowledgement of emails; escalate specialised queries or business-related activity to the appropriate department or global sales team. 
• Supplies and Inventory Management: Oversee the ordering of stationery, business cards, milk, staff workwear, PPE and sanitary products. Process requisitions through IFS software to ensure timely procurement.
• Catering and Refreshments: Coordinate catering services (buffets and refreshments) for meetings, executive management and guests; arrange restocking of vending machines across sites.
• Telephone Management: Professionally handle incoming calls, screen calls, redirect appropriately or take detailed messages; manage unwanted/unsolicited callers with discretion. 
• Mail and Post Handling: Manage incoming and outgoing mail, ensure correct distribution and recordkeeping
• Meeting Documentation: Take accurate minutes when required and prepare meeting reports for management distribution. 

Facilities:

• Key and Access Control Management: Oversee the management of issuing and returning of car keys and access/ fuel cards from secure storage, maintaining accurate records and facilitating contractor access when required. Assist contractors by providing keys and guiding them to work areas as needed.
• Procurement Analysis: Compile and review annual consumption of stationery, workwear, and cleaning products to assess purchasing needs and prepare these items for tendering and or review by senior management as requested.

Essential:

• Customer Service Experience: Previous experience as a general office coordinator.
• Office Software: Proficient with office tools like Microsoft Office (Word, Excel, Outlook).
• Communication Skills: Experience in effectively communicating, both verbally and in writing, to handle inquiries, emails and documentation.
• Interpersonal Skills: Ability to interact professionally with customers, employees and management
• Attention to Detail: Ensure accuracy in messages, appointments, and documentation.
• Problem-Solving Experience: Handling unexpected issues and rescheduling appointments, resolving customer complaints, or managing technical issues.
• Multitasking: Able to manage several tasks at once.
• Time Management: Efficiently manage time and prioritise tasks.

Desirable:

• Education: NVQ or equivalent qualification in administrative services or office management.
• First Aid Certification: First Aid at Work.
• Health & Safety Training: IOSH.
• Experience liaising with immigration and/or tax partner.

Why join us?

We are part of the AB Dynamics Group, an innovative, dynamic listed business with a friendly and supportive working environment. In addition to competitive salaries, our attractive benefits package includes a discretionary company bonus scheme, 25 days holiday (plus bank holidays), and generous company pension contributions.

At AB Dynamics Group we set ourselves ambitious objectives and strive to work according to our values of customers, people, diversity, innovation, excellence and responsibility. We are committed to promoting equality of opportunity for all staff and job applicants. We do not discriminate against staff based on age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation.