At a Glance
- Tasks: Manage office operations, customer service, and facilities to ensure a smooth work environment.
- Company: Join McDermotts, a family-founded civil engineering company with a supportive culture.
- Benefits: Enjoy free parking, health plans, 33 days holiday, and a birthday day off!
- Other info: Great career growth opportunities in a diverse and inclusive workplace.
- Why this job: Be part of a dynamic team making a real impact in the construction industry.
- Qualifications: Strong communication, organisational skills, and experience in fast-paced environments.
The predicted salary is between 30000 - 40000 £ per year.
At McDermotts, we’re seeking an experienced Office Coordinator to join our dynamic team. This role will maintain responsibility for the day to day running of the office. As Office Coordinator this role encompasses a broad range of responsibilities, from overseeing exceptional front desk customer service to building maintenance and ensuring office compliance.
Main Responsibilities
- Front of House
- Professionally and confidently handle and redirect all incoming calls.
- Manage all visitor / contractor sign-in procedures, ensuring all security / safety processes applied.
- Collect and store all deliveries for requisitioner to collect and verify content.
- Managing all inbound and outbound postage requirements, including franking machine.
- Maintain a clean and organised reception area.
- Soft Facilities
- Directly reporting to the Facilities Manager, and in their absence the Managing Director.
- Appearance – cleanliness, hygiene, housekeeping.
- This will be achieved through a combination of:
- Weekly Routine (Office Visual Inspection - housekeeping, damages, stock levels, etc)
- Monthly Formal Inspection (fire doors, contractors at office premises, car park and correct parking; car park registration numbers, status of tasks performed by delegated representatives such as fire, first aid and defibrillator)
- Quarterly Review of cleaning contract / schedules and products ordered/supplied on behalf of McDermotts
- Manage the Facilities shared mailbox, actioning items arising (including problem / hazard reports).
- Ordering all stocks via Purchasing Department and ensuring placed at point of use across the building, including:
- Kitchen stocks – tea, coffee, sugar, equipment, milk etc
- Toilet facilities – e.g. rolls, handwash
- Meeting room e.g. flip chart, water
- Stationery – e.g. A4/A3 paper, plotter paper and inks.
- Ensuring kitchen properly supplied (equipment, consumables), clean, and dishwasher turned on at end of the day.
- Ensure correct setup and usage of all meetings rooms (including water).
- Order food for special occasions (e.g. customer visits, etc).
- Decorate the office during Christmas period.
- Attend to any spills outside of cleaners working hours.
- Maintenance of noticeboards and signage at the premises.
- Record keeping (e.g. key holders, vehicle registration numbers in car park).
- Track and process all defibrillators on the Circuit; ensuring batteries maintained as appropriate.
- End of day walk through (windows, etc).
- Hard Facilities
- Directly reporting to the Facilities Manager, and in their absence the Managing Director.
- Responsible for the implementation of the Facilities SOP, including:
- Assisting the Facilities Manager with the implementation of environmental, health, safety, welfare, security at the site (including fire, asbestos, legionella, waste, first aid), including deputising as “responsible person” for fire.
- Ensuring all personnel are aware of their responsibilities (e.g. waste handling, disposal).
- Supporting the Facilities Manager with the creation, maintenance, review of risk assessments (including fire, general building/office, DSE, asbestos, legionella, office COSHH, site environmental risk assessment, etc) on an annual basis or after significant changes.
- Supporting the Facilities Manager with the implementation and review of the effectiveness of control measures specified within risk assessments.
- Timely implementation of the schedule of maintenance, servicing, thorough examinations.
- Coordinating contractors servicing the Head Office (vetting, RAMS approval, inductions).
- Supporting the management of key contracts (including franking machine, cleaning, etc).
- Timely action of defects/hazard reports and monitoring of facilities email account.
- Assisting the Facilities Manager with delegated items are implemented:
- Managing Director – major works, energy efficiency investments, requests for changes
- Fleet Manager – workshop, yard
- SHEQ Director – health, safety, environment, energy
- ICT – telephone infrastructure, access control, IT equipment
- Finance Specialist – energy supply, meters/monitoring
- Fire Marshalls – fire alarm checks and emergency evacuation.
- Produce monthly Facilities report.
- Conducting premises/safety inductions for new starters, visitors, and contractors.
- Support the Facilities Manager with attendance at any out of hours works to open/close building for special / exceptional building works.
- Resourcing
- Support resourcing activities including:
- Booking medicals
- Booking HS2 inductions
- Issuing customer pre-enrolment links
- Generating and circulating monthly statistics for Departments from Chime.
- Driving at Work
- Supporting the Transport Manager with the administration of the company approved driving register; sharing fines arising and redirecting complaints arising from third parties.
- General Office Support
- Marketing - with presentation amendments and printing.
- Staff Events - staff events (e.g. invite list collation, inviting, postage, tracking RSVPs, other printing and labelling, etc).
- Commercial – with presentation amendments and printing; other printing requests.
- Training - Coordinate the monthly dispatch of training certificates/cards to personnel; scan, label and file hard copy certificates and cards.
- Resources - Birthdays and special occasion flower arrangements (when required).
- Carry out any other reasonable duties as requested by line manager.
- Proven administrative experience in an office or site-based environment.
- Proven experience dealing with people on the telephone.
- Experience in a fast-paced office environment with multiple priorities.
- Strong written and verbal communication skills, including use of telephone.
- Strong organisational and time management skills.
- Excellent attention to detail and accuracy.
- Ability to prioritise workload and meet deadlines.
- Competence in document management and filing systems (physical & digital).
- Working towards knowledge of health & safety requirements within office premises.
- Free on-site parking
- Pension
- Health Cash Plan Scheme
- Death in Service
- 33 Days Holidays Including Bank Holidays Increase with service
- Free day off for Birthday
- Monday to Friday
- No weekends
- GCSE or equivalent (preferred)
- Full-time
- 08:00 – 16:30
- Aston HQ
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Why Join McDermotts
McDermotts is a nationwide civil engineering and groundworks company based in Birmingham, supporting some of the largest construction companies across the length and breadth of the UK. Established in 1994, we’re a family-founded business that still operates with the customer focus and values we started with. Construction is our passion, and we believe that the industry can provide rich and rewarding experiences.
Our certifications include: CIOB, ISO 45001, ISO 9001, ISO 14001, ISO 50001, NHSS30, PQS Health and Safety SSIP, Achilles Building Confidence, Safe contractor, Construction Line, SMAS, Mission Zero and Considerate Constructors.
To ensure we continue to meet the needs of our customers and grow as a business, we continually look for new recruits to join our team. When you engage with McDermotts, you are not just joining a team, you become part of our family. Our culture is built around supporting each other and working together to achieve success.
Commitments
McDermotts is an equal opportunities employer, and we value diversity. All engagement is decided based on qualifications, merit and business need.
Applicants from outside the UK must have a suitable visa or the Right to Work in the UK to be considered for this job. Your shared personal information will be stored and shared by email or a printed copy with HR and hiring managers in relation to any open vacancy for which you wish to be considered.
Office Coordinator in Birmingham employer: McDermott Building and Civil Engineering Ltd
At McDermotts, we pride ourselves on being an exceptional employer, offering a supportive and collaborative work culture that values each team member as part of our family. Located in Birmingham, our office provides a range of benefits including free on-site parking, a health cash plan scheme, and generous holiday allowances that increase with service, ensuring our employees feel valued and motivated. We are committed to fostering employee growth through continuous training and development opportunities, making McDermotts a rewarding place to build your career in the civil engineering and groundworks industry.
Contact Details:
McDermott Building and Civil Engineering Ltd Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Office Coordinator in Birmingham
✨Tip Number 1
Get to know the company culture! Before your interview, do a bit of research on McDermotts. Check out their website and social media to understand their values and what they stand for. This will help you tailor your responses and show that you're genuinely interested in being part of their family.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to office coordination and customer service. Think about your past experiences and how they relate to the responsibilities listed in the job description. We want you to feel confident when discussing your skills!
✨Tip Number 3
Dress the part! First impressions matter, so make sure you look professional and polished for your interview. A smart outfit can boost your confidence and show that you take the opportunity seriously. Remember, you’re aiming to be the face of the office!
✨Tip Number 4
Follow up after your interview! A quick thank-you email can go a long way in showing your appreciation for the opportunity. It’s also a chance to reiterate your interest in the role and remind them why you’d be a great fit for the team at McDermotts.
We think you need these skills to ace Office Coordinator in Birmingham
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Office Coordinator role. Highlight your relevant experience in administrative tasks and customer service, as these are key for us at McDermotts.
Show Off Your Communication Skills:Since strong written and verbal communication is essential, use clear and concise language in your application. Don’t forget to showcase any experience you have with handling calls or managing correspondence.
Be Organised:Demonstrate your organisational skills by structuring your application neatly. Use bullet points for easy reading and ensure all your information is accurate and up-to-date.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role without any hiccups!
How to prepare for a job interview at McDermott Building and Civil Engineering Ltd
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Office Coordinator role at McDermotts. Familiarise yourself with the responsibilities listed in the job description, such as managing front desk operations and overseeing facilities. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
As an Office Coordinator, strong organisational skills are key. Prepare examples from your past experience where you've successfully managed multiple tasks or projects simultaneously. Be ready to discuss how you prioritise your workload and ensure everything runs smoothly in a busy office environment.
✨Practice Your Communication Skills
Since this role involves a lot of interaction with people, both over the phone and in person, practice your communication skills before the interview. Think about how you would handle various scenarios, like dealing with difficult callers or ensuring visitors feel welcome. Clear and confident communication will set you apart.
✨Prepare Questions for Them
Interviews are a two-way street, so come prepared with thoughtful questions for your interviewers. Ask about the team culture at McDermotts, how they measure success in the Office Coordinator role, or what challenges the office currently faces. This shows your enthusiasm and helps you gauge if the company is the right fit for you.
