Operations & Office Coordinator

Description

A key responsibility is supporting the Managing Director with travel coordination, diary management, and administrative tasks, including expense claims, while also assisting HR with onboarding and compliance activities..

The Operations & Office Coordinator ensures the smooth and professional operation of INTEC’s UK office by managing office administration, facilities, and vendor relationships. Acting as the central point of contact for employees, visitors, and service providers, this role creates an organised, efficient, and welcoming workplace environment.

• Act as the central point of contact during MD travel for urgent changes or support.HR & Administrative Assistance
• Greet visitors and ensure a professional and secure welcome.
• Support HR with onboarding processes, including workstation setup and welcome packs.
• Process and reconcile expense claims for the Managing Director and ensure timely submission to Finance.
• Coordinate office repairs, maintenance schedules, and vendor performance reviews.
• Coordinate staff engagement activities and office events.
• Act as a point of contact for employees, ensuring queries are resolved efficiently
• Manage incoming calls, post, and deliveries.
• Ensure compliance with UK health, safety, and workplace regulations.
• Maintain effective record-keeping and office procedures.
• Organise meeting rooms, catering, and external events.
• Prepare travel packs with itineraries, tickets, and briefing documents.
• Act as the first point of contact for the office.
• Manage contracts with service providers (cleaning, maintenance, utilities, security).
• Provide diary management and meeting coordination.
• Manage office-related budgets and track expenditure.
• Provide monthly reporting on office and travel expenditure.
• Plan and manage travel itineraries for the Managing Director, including flights, accommodation, transfers, and meeting schedules.
• Oversee day-to-day office operations, including procurement of office supplies, stationery, and services.
• Ensure invoices and purchase orders are raised and processed in line with Finance procedures.
• Foster a positive and professional office culture.

Requirements

• Experience liaising with suppliers and managing office contracts.
• Knowledge of UK workplace and health & safety standards.
• Strong organisational and administrative skills with attention to detail.
• Candidate must have the right to work in the UK without restrictions.
• Strong IT literacy, including MS Office and experience coordinating IT set-ups.
• Excellent verbal and written communication skills.
• 5+ years’ experience in office management or office coordination.
• Ability to work independently, use initiative and prioritise in a busy environment.
• Exposure to the renewable energy, engineering, or construction industries.
• Experience organising staff events and engagement activities.

Benefits

• Opportunity to rapidly growing and leading global company in the renewable energy sector.
• The chance to make a significant impact on the future of clean energy.
• Competitive salary package.
• A dynamic and collaborative work environment.
• 28 Annual Leave Days (excluding Bank Holidays)
• Professional development and career growth opportunities.

Training + Development

Interview process

Visa Sponsorship

Security clearance