Office Coordinator

Introduction

Saab UK is a British company that is part of Saab Group's global high-technology operations. Saab offers world-leading solutions and services in defence, aviation, space and civil security. In the UK we bring together the best of Swedish and British innovation and engineering to provide our customers with products and solutions that push boundaries for what is considered technically possible. Our mission is to help our customers to keep people and society safe.

Our Saab UK business is going through a period of rapid growth, this means that we can offer a wide range of opportunities for personal fulfilment and career growth. As part of the global entity Saab AB, Saab UK Ltd combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Across the country we have seven principle sites which focus on software engineering, underwater robotics, training services and radars. Globally we number over 19,000 employees and have operations on all continents. Technologically we are leaders in many areas, and we reinvest a high proportion of our earnings in internal research and development. We collaborate with colleagues around the world who all share our challenge - to make the world a safer place.

Saab is a company with opportunities, a company where we see diversity as an asset and where you have both considerable responsibility as well as good opportunities for advancing in your career. Additionally, Saab is a company that respects each person's needs for a rewarding life beyond work.

Role Purpose

As the Office Coordinator for Saab's Hull office, you will help enable the office to run smoothly, ensuring high levels of organisational effectiveness, communication and safety for staff and visitors.

You will be the face of the office and provide a friendly and warm welcome and will also provide administrative support to managers.

Key Responsibilities

• Act as first point of contact for staff, visitors and general enquiries. Signposting of staff and their queries
• Provide exceptional customer service both in person and on telephone
• Ensure the office and kitchen are kept functional, presentable and ensure daily removal of waste
• Act as the health and safety point of contact, fire warden and first aider
• Manage inbound and outbound post and deliveries
• Ensure the office is adequately and cost effectively stocked with all necessary supplies and equipment
• Coordinate room bookings and ensure meeting rooms are set up, presentable and functional
• Act as the point of contact for the landlord and service providers to ensure smooth and cost-effective running of the office
• Coordinate any office changes, expansion or improvement initiatives
• Assist the Business Support and HR teams with the on-boarding of new starters
• Manage ID card and office access permissions for staff and visitors
• Use local knowledge to assist visitors to the office (e.g. book hotels, restaurants, taxis, etc)
• Implement new administrative processes as the business demands, making changes and improvements to existing processes where required
• Provide general administrative support to managers (e.g. arranging and supporting meetings/events, minute taking, assistance with travel bookings, expense claims)
• Carry out basic financial admin tasks (e.g. approve invoices, check expense claims and timesheets, support with purchasing for projects, liaising with suppliers and project managers where necessary)
• Any other administrative tasks reasonably requested

Experience/Qualifications

Essential

• Friendly, positive, personable and easy to approach
• Demonstrable experience in office management
• Experience working with senior managers and exercising tact, judgement and discretion
• Adaptable, pro-active, organised and able to work on own initiative
• Communication and relationship building skills
• Proficient in Microsoft Word, Excel and PowerPoint
• Excellent verbal and written communication skills

Desirable

• Experience of working for a Technology, Software Development or similar business
• Experience of working in a regional office of a large/international business
• Experience in managing small projects (e.g. office expansion, refurbishment)

Profile

The role will suit an experienced administration all-rounder who has a 'can do' approach to work and enjoys a varied and changing workload. They should take pride in helping the office run smoothly and supporting managers with a variety of general admin and coordination tasks to do so.

The candidate should be keen to make connections, work collaboratively and share information with business support colleagues located in other Saab offices

The role will demand that the candidate be adaptable and flex with the business as it changes and grows and they should be comfortable working autonomously and setting their own priorities day to day. As the face of our business in the Hull office and our 'go-to' person the candidate should maintain high standards of professionalism at all times.