Office Coordinator - London

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. You will need to attend the office 5 days per week. Due to the nature of this role, flexibility is required to ensure visiting employees and clients are fully supported.
You may also need to travel to other regional offices occasionally.

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Key Responsibilities

• 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

Experience managing offices of 10 - 15+ staff
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