Job Details

Our small, close-knit and passionate team based at the site ensures that everything runs smoothly each day. This is a great opportunity for an exceptional Site Coordinator, to join the onsite team.

Responsibilities include;

• Coordinating team schedules and meetings
• Collating reports
• Being a key point of contact for the organisation of site events, internal and external visitors.
• The role will also provide administrative services to the team including some diary management and reporting to support Finance, HR, Operations and safety management processes.

 Key Responsibilities

• Provide administration support to the team, producing and maintaining the attendance schedule, arranging meetings and keeping track of diary entries for the General Managers as required
• Support team meetings by ensuring the correct paperwork and information is available
• Collate regular documents such as the weekly management report, ensuring each contributor supplies their information by the deadline
• Work with the HR department to support onboarding for new employees, ensuring scheduled inductions and training are maintained and do not slip. This will include ensuring site/building access is in place, appropriate workwear supplied, and workspace set up is requested from the IT department
• Assist with the planning for work experience students
• Manage the scheduling of interviews during recruitment processes for the site, coordinating interview slots and attendance and the provision of timely candidate feedback
• Provide the monthly invoicing schedule to the Finance team by coordinating the utilisation of the site facilities.
• Build an understanding of chargeable rates for the facilities used and meet the monthly finance deadline each time
• Raise and receipt requisitions in line with business process, ensuring these are created in good time and are approved by the appropriate delegated authority

 Event Management Support:

• Support & facilitate customer, supplier and VIP visits to site, adopting a consistent, methodical approach for each event
• Liaise with the internal requestor and the site management team
• Act as the first point of contact for both internal and external events on site and escalate any issues or decision points as necessary
• Build strong working relationships with third party stakeholders including Bauer Media, outside caterers and facilities providers
• Have checks and balances in place to ensure all expectations are delivered to the required standard
• Manage the events calendar, communicating key messages and updates with all stakeholders as required
• Ensure that the set up and catering is suitable for the nature of the event, with personal input into the arrangements on the day and maintain stocks of consumables for this purpose

Skills / Experience

Requirements are for a proactive individual with excellent communication/ organisational skills and high standards of delivery and presentation. The ability to use Microsoft Office applications is key 

• Educated to a A-Level or equivalent
• Experience as a team organiser/or events organiser
• Highly proficient in using MS applications - including Word, Excel and PowerPoint
• Proven communication skills at all levels

Desirable

• Strong coordination skills with the ability to manage multiple activities individually and across a team
• Excellent organisational skills
• Outstanding interpersonal & communication skills
• Ability to work well within a team
• Able to use own initiative when required
• Strong attention to detail and immaculate presentation
• Ability to prioritise and work well under pressure

Our benefits

This is a fantastic opportunity to join a great organisation with outstanding people and a road map for the future to grow and develop the business. Some of our benefits are listed below:

• 1.5x employer contributory pension scheme
• Flexible working
• Enhanced family friendly policies
• Adoption & Shared Parental Leave benefits
• Enhanced Armed Forces policies
• Ongoing support with professional and personal development
• Long service awards
• Star awards
• Healthcare cash plan
• 25 days’ annual leave + BHs + option to buy and sell up to 5 days’ additional leave
• Additional days annual leave for long service 
• Season ticket loan 

 INDH