Office and Events Coordinator

Considerate Constructors Scheme Limited.; Greater London; On-site; GBP 32,000; Full time

Job summary

A construction industry support organization based in London is looking for an Office and Events Coordinator. The role involves managing office operations, ensuring compliance with health and safety, and coordinating various internal events. The ideal candidate will have experience in office coordination and a solid understanding of UK health and safety requirements. This position offers a salary of £32,000 per annum and the potential for hybrid working arrangements.

Benefits

Contributory pension scheme

Life Assurance

Employee Assistance Programme

Staff Discount Scheme

Hybrid working available

Qualifications

• Experience in an office coordinator or similar role.
• Good understanding of UK health and safety regulations.
• Ability to multitask with various suppliers.

Responsibilities

• Coordinate day-to-day office operations and safety.
• Manage office events and meeting logistics.
• Oversee cleaning and maintenance of the office.

Skills

Office coordination experience

Understanding of UK health and safety

Microsoft 365 proficiency

Event support experience

Communication skills

Job description

Office and Events Coordinator • Full Time

Keep the London office safe, welcoming and productive. Coordinate day to day office operations, facilities and health and safety, and provide support with internal events and light calendar management. Play a key role in helping colleagues settle into and use the new office, working closely with People and Culture, Finance and IT Teams.

Salary: Real Living Wage (London) - £32,000.00 per annum

• Act as a main point of contact in the office and help keep the space tidy and ready for use
• Coordinate post (distribution, sending), liaise with and receive couriers, parcel deliveries and office supplies
• Manage visitors and ensure a professional and friendly welcome
• Coordinate meeting rooms, including bookings, layout and refreshments as needed
• Liaise with landlord and building management on day‑to‑day issues
• Manage access cards and security arrangements and keep accurate records
• Oversee cleaning, minor maintenance and repairs and keep an asset and keys register
• Maintain kitchen and coffee supplies and support waste and recycling arrangements

New office support

• Act as a practical contact for colleagues in the new office and gather feedback on what is working well and what needs to improve

Health and safety and compliance

• Help apply CCS health and safety policies in the office
• Support risk assessments, office inspections and completion of DSE assessments
• Assist with fire safety processes, including drills, checks and records
• Support first aid arrangements and ensure incidents, hazards and accidents are reported and logged
• Coordinate PAT testing and statutory inspections and keep accurate records
• Manage the secure cupboard and COSHH data sheets
• Work with Head of Quality Assurance on all ISO accreditation matters

Events Coordination

• Support planning and delivery of office-based events such as industry related networking events, round tables, training, town halls, briefings and social and awards
• Coordinate and assist with logistics for events, supplier researching and supplier sourcing including room set up, invitations, catering and basic AV needs
• Work with People and Culture and Communications/Marketing on office campaigns and wellbeing activities
• Work with Events Manager on internal and external events
• Support Event manager with administrative tasks for event coordination
• Help ensure the office reflects CCS values and creates an inclusive and welcoming environment

Diary and meeting coordination

• Provide light calendar support for agreed leaders
• Schedule meetings, send invitations, book rooms and arrange basic agendas and joining details
• Help maintain shared calendars for office events and key organisational dates

People and onboarding support

• Prepare desks, equipment and access for starters and movers in coordination with People and Culture and IT
• Support office-based induction, including health and safety and facilities information
• Coordinate DSE set up for new colleagues and liaise with People and Culture on reasonable adjustments in the office

IT and data coordination (desirable)

• Work with IT support on routine issues with end user equipment and meeting room kit
• Maintain simple office inventories for equipment and supplies
• Help keep shared folders and documentation for office operations up to date in Microsoft 365

Risk and business continuity

• Help keep the office emergency plan and notices current
• Assist with organising drills, tests and training for fire wardens and first aiders
• Log facilities related risks and audit actions and help ensure they are closed on time

ESSENTIAL SKILLS & EXPERIENCE:

• Experience in an office coordinator, office manager or similar role in a small or mid‑sized organisation
• Good understanding of basic UK health and safety requirements, including DSE, fire safety and incident reporting
• Ability to manage several tasks, suppliers and activities at the same time
• Confident user of Microsoft 365, including Outlook, Teams, Word, Excel and SharePoint
• Comfortable dealing with external suppliers and basic budgeting processes such as purchase orders and invoice reconciliation
• Desirable: experience supporting events or staff meetings, IOSH Managing Safety or similar, First Aid at Work and Fire Marshal training, basic GDPR awareness

PERSONAL COMPETENCIES:

• Calm, organised and reliable
• Approachable with a positive and practical attitude
• Clear and confident communicator in person and in writing
• Able to build good working relationships with colleagues and external contacts
• Comfortable working on own initiative and knowing when to elevate issues
• Strong attention to detail and pride in keeping the office running smoothly
• Commitment to CCS values, including consideration, respect and sustainability
• Able to work collaboratively as part of a team
• Office open, safe and presentable each working day with minimal disruption
• Mandatory health and safety checks and DSE tasks completed within agreed deadlines and records kept up to date
• Positive feedback from colleagues on office environment, move‑in experience and support received
• Internal office events delivered on time with good colleague feedback
• Simple diary and meeting support delivered reliably for agreed leaders
• Office costs and supplier contracts managed within agreed budgets and timescales
• Facilities risks, incidents and audit actions recorded and closed within agreed timeframes
• Contributory pension scheme, with enhanced contribution rates
• Life Assurance x 4
• Paid sickness - after qualifying period
• Enhance Maternity Leave
• Enhanced Paternity Leave
• Enhanced Adoption Leave
• Employee Assistance Programme
• Staff Discount Scheme
• Simply Health cash plan
• AXA
• Denplan
• Hybrid working available – certain roles only