Office Coordinator

Date: Nov 22, 2024

Location:

London, GT LON, GB

Company: Black & Veatch Family of Companies

At Black & Veatch, our employee-owners go beyond the project. For over a century, we have been breaking down social, economic and geographic barriers by making life's critical resources accessible to all. Working with us, you will help provide critical expertise as we, along with our valued clients, deliver solutions that positively impact communities around the world. Our professionals are our greatest asset, and we believe nothing is more important than the health, happiness and professional growth of our employee-owners. With a focus on flexible work-life balance options, an expanding and diverse workforce, and limitless career growth opportunities, we will give you our best to help you give us your best, and together we can build a world of difference.

Req Id : 106294

Opportunity Type : Staff

Relocation eligible : No

Full time/Part time : Full-Time

Contract Hire Only for this Project : No

Visa Sponsorship Available: No

Job Summary

As a highly respected Engineering, Procurement and Construction leader, success at Black & Veatch is driven by our people! Our Administration team helps enable the organizations, people, projects, and businesses to be as successful as possible.

The Opportunity

We’re hiring an Office Coordinator to manage our central London office. You’ll take care of the day-to-day running and administration of the office, as well as providing support to our HR and project teams. Alongside our Glasgow- based Office Coordinator, remote support for other EMEA region offices, including Madrid and Dubai, will be another important aspect of your role.

This is a highly visible role where you will engage with senior leaders in our business, particularly with calendar, travel and event management, as well as supporting new employees with their onboarding journey.

This role is based in Central London, UK. We work hybrid, 3 days in office and 2 days from home. You may also need to travel to other regional offices occasionally.

#LI-JF1

Key Responsibilities

Some key responsibilities include:

•   Provide coordination for any visitors coming to the London office (both internal and external clients), including managing security access, desk allocation, room bookings, etc.
•   Ensure mail coverage. London is our registered UK office so all official mail is sent here. Prioritization, mail post runs, review of mail contents, sending and receiving DHL packages is a vital aspect of this role.
•   Support senior professionals’ travel arrangements and (SAP Concur) expense report preparation and reviews.
•   Provide HR admin support to ensure rates are correct in the HR system and sick pay is allocated correctly, employee timesheets are reviewed and approved in a timely manner.
•   Arrange contractors for maintenance as necessary, maintain relationships with 3rd party vendors for cleaning services, etc.

Minimum Qualifications

•   A few years’ experience in an office administrator/coordinator type role.
•   High level of proficiency with the full suite of MS Office 365 applications, particularly Teams, Outlook and Excel.
•   All applicants must be able to complete pre-employment onboarding requirements (if selected), which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Desired Skills and Experience

•   Excellent interpersonal and communication skills
•   Ability to work unsupervised, solve problems and make decisions independently
•   Strong attention to detail and reading comprehension
•   Familiarity with Expense Reporting Systems (ideally SAP Concur), Time Reporting Systems and HR platforms (SuccessFactors, Oracle preferred)
•   Travel Systems knowledge and experience coordinating travel, including international travel for multiple stakeholders

Job Grade

005

Black & Veatch Holding Company, its subsidiaries and its affiliated companies, complies with all Equal Employment Opportunity (EEO) affirmative action laws and regulations. Black & Veatch does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status or other status protected by law.

Black & Veatch is committed to being an employer of choice by creating a valuable work experience that keeps our people engaged, productive, safe and healthy. We offer professionals an array of health and welfare benefits that vary based on their geographic region and employment status. This may include health, life accident and disability insurances, paid time off, financial programs and more. Professionals may also be eligible for a performance-based bonus program.

By valuing diverse voices and perspectives, we cultivate an authentically inclusive environment for professionals and are able to provide innovative and effective solutions for clients.