Office Co-Ordinator

We're BDO. An accountancy and business advisory firm, providing the advice and solutions entrepreneurial organisations need to navigate today's changing world.

We work with the companies that are Britain's economic engine - ambitious, entrepreneurially-spirited and high-growth businesses that fuel the economy - and directly advise the owners and management teams leading them.

We'll broaden your horizons Playing an important support role at BDO, our Secretarial and Administration team contributes to our success by taking responsibility for planning and organisation. Their proactive approach to what we do ensures our projects operate seamlessly and co-operation remains strong across our firm. Whatever the challenge, they provide the foundations on which we can excel. Joining this team, you'll enjoy a friendly and supportive environment - and plenty of variety to keep you on your toes. Want to play your part in our international operation?

We'll help you succeed Leading organisations trust us because of the quality of our advice. That quality grows from a thorough understanding of their business, and that understanding comes from working closely with them and building long-lasting relationships.

You'll be someone who is both comfortable working proactively and managing your own tasks, as well as confident collaborating with others and communicating regularly with senior managers, directors, and BDO's partners to help businesses effectively. You'll be encouraged to identify and draw attention to opportunities for enhancing our delivery and providing additional services to organisations we work with.

As an Office Coordinator working in our East Anglia Hub Operations team, this key role will assist with the coordination of facilities across two hubs. Assist with the management of Local Hub contracts for hard and soft services. Responsible for H&S, IT liaison, Information Security and Environmental champion compliance/CSR, Fire Warden, First Aider, DSE Assessor in two local hubs. Managing requests from multiple stakeholders across the two hubs. The role will include day-to-day tasks, project work and ad hoc requests. The role is an important part of the department to provide an efficient, effective and professional coordination to the teams to deliver a quality services. The Facilities team are responsible for the smooth running of the offices and working closely with the SBU Lead Partner and PFM Team (Property & Facilities Management), which enables effective planning of the hub operations. Key areas include responding to requests for managing the hubs in a timely manner by proposing possible solutions or escalating where appropriate.

In this key role you'll also:

Be based in Ipswich and travelling to our Norwich office once a weekEnsuring relevant certification is shown in the office and in dateCo-ordinating Department/stream information for the Senior PFM Manager/Lead SBU PartnerEnsure the office is compliant with Health & Safety (H & S), Fire & Environmental regulations at all times Awareness of the office's Legionella Management system, assisting with compliance with current regulationsConduct H&S audits on a weekly and monthly basis and report findings to the Senior PFM ManagerWatch and report that office staff are complying with regulations and that the H & S reporting system is updatedWork with the Department H&S RepresentativesAdvise departments on completing Risk Assessments for events and client site workingEnsure incidents and accidents are recorded in accordance with the Firms Policy and assist with investigations as requiredProvide facilities support to the office for Business ContinuityAssist with auditing and paperwork to keep the office is compliant ready for the ISO14001:2015 standardAssist with filing required data for the annual SECR in the required timescalesAssist with audits and collating information required data for ESOS in the required timescalesAssist with audits and collating information for PAS2060 Carbon Neutral statusUnderstand from the Senior PFM Manager the office budgets to assist with ensuring no overspendsAssist in raising Purchase Orders and coding invoicesAssist with the Information Security audits and help updating the office business continuity plans when requiredKeep the Information Security Team and Lead SBU Partner up-to-date with anyone losing passes/laptops and any paperwork issuesCheck PPMs are completed correctly and relevant meter readings takenChief fire warden for offices and ensure fire warden training is up-to-dateFirst aider and ensure appropriate first aiders are qualifiedEnvironmental champion in the office and assist with projects as they ariseOrder DSE equipment as requested by the Senior PFM ManagerEnsure that hub staff are complying with regulations and that the H & S reporting system is updatedEnsure that First Aider certifications for qualified individuals are in date and that relevant training has been completedEnsure that H & S Representative and DSE Assessor certifications are in date and that relevant training has been completedFollow up on individual DSE Assessments that have gone past the first stage, updating the online system and referring to HR when a more detailed Occupational health assessment is required.Carry out follow ups of DSE Assessments at regular intervals as agreed with individualsCarry out New & Expectant Mother Risk Assessments when notified and follow up as agreed with individualsAssist Senior PFM Manager with preparing the hub annual budget for security, cleaning and catering and monitor service charges for the hubs where applicable and stay within budgetAuthorise expenditure up to authorised limits in Invoicing system, (Capex, Payments & Purchase Orders)Assist the Information Security team in reviewing and updating the hub business continuity plans when requiredAssist the IT team in cascading information to the hub employeesEnsure adequate security is in place to protect the hub and follow up on any security issuesEnsure contracts with security suppliers cover all risks; key holder, CCTV, fully operational access panels and codes and that 24-hour security is in placeEnsure local contracts are regularly audited to confirm compliance with SLA's and agreed KPI'sEnsure all hub cleaning and maintenance, is carried out for the hub working with local contractors and suppliersManage day to day hub issues raised by staffWork with the Lead SBU Partner and Senior PFM ManagerWhen you join us, we'll make your growth our priority. If you can demonstrate the following skills, we can help you go far. We're looking for someone with:

Experience working in a facilities role, ideally in the professional services industryIT literate with a high competence in MS Office (especially Excel, Word); Workday and Retain Enterprise knowledge ideal but not essentialAbility to work in a busy environment, meet deadlines, and to respond quicklyExcellent communication skills, both written and oral, and the ability to communicate with a number of key senior, partner stakeholdersExcellent interpersonal skills in order to build strong relationships with stakeholdersIOSH Qualified or equivalentISO14001:2015 and PAS 2060 Environmental awarenessFirst aid and fire warden trained preferredAble to use initiative and work under pressure with accuracy and focusStrong organisational and time management skillsProven planning and prioritising skillsAble to demonstrate problem solving skillsAccuracy and attention to detail essentialMust be flexible and adaptableStrong team workerEnthusiastic / self-motivated / self-confidentYou'll be able to be yourself; we'll recognise and value you for who you are and celebrate and reward your contributions to our business. We're committed to agile working, and we offer everyone the opportunity to work in ways that suit them, their teams, and the task at hand.

At BDO, we'll help you achieve your personal goals and career ambitions, and we have programmes, resources, and frameworks that provide clarity and structure around career development.

We're in it together Mutual support and respect is one of BDO's core values and we're proud of our distinctive, people-centred culture. From informal success conversations to formal mentoring and coaching, we'll support you at every stage in your career, whatever your personal and professional needs. Our agile working framework helps us stay connected, bringing teams together where and when it counts so they can share ideas and help one another. At BDO, you'll always have access to the people and resources you need to do your best work.

We know that collaboration is the key to creating value and satisfying experiences at work, so we've invested in state-of-the-art collaboration spaces in our offices. BDO's people represent a wealth of knowledge and expertise, and we'll encourage you to build your network, work alongside others, and share your skills and experiences. With a range of multidisciplinary events and dedicated resources, you'll never stop learning at BDO.

We're looking forward to the future At BDO, we help entrepreneurial businesses to succeed, fuelling the UK economy. Our success is powered by our people, which is why we're always finding new ways to invest in you. Across the UK thousands of unique minds continue to come together to help companies we work with to achieve their ambitions.

We've got a clear purpose, and we're confident in our future, because we're adapting and evolving to build on our strengths, ensuring we continue to find the right combination of global reach, integrity and expertise. We shape the future together with openness and clarity, because we believe in empowering people to think creatively about how we can do things better.

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About Us BDO UK provides tax, audit and assurance, advisory and business outsourcing service s. Our clients are Britain's economic engine - ambitious, entrepreneurially-spirited and high-growth businesses that fuel the economy - and the owners and management teams that lead them.

Our partners and staff are specialists in their fields and have a proactive, flexible approach to helping clients overcoming the challenges they face. We aim to be as innovative and entrepreneurial as our clients. Our approach and expertise are what help us deliver exceptional client service. 95% of our clients would recommend us.

We operate from 17 locations across the UK, covering all major business centres. We employ 7,500 people who are encouraged to bring their best selves to work; taking responsibility for their work and their relationships with clients. All our people share core values that underpin both our culture and the value that we bring to our clients. Our values are also reflected in continued focus on ESG.

Our firm is distinctive and we want to preserve and build on the strengths of our culture and the characteristics that make us both successful and different. We look for people from all kinds of backgrounds who share these same qualities.

BDO LLP is a key member of the BDO global network of public accounting, tax and advisory firms. The firms have representation in 16 4 countries, with 111,300 people working out of over 1,803 offices worldwide. That's BDO and we are proud to be part of it. Being part of an integrated network of firms across the world provides us with myriad opportunities for success.

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