Location: Orsett
Hours: 8am to 5pm Monday to Friday in the office
Salary: Competitive (DOE)
Objective: The Business Coordinator will serve as a pivotal role in the daily operations of Joseph Gallagher Limited, facilitating seamless administrative functions and providing comprehensive support to the Company and Directors. This role demands a high level of discretion, organisational skills, and proactive management of office operations to ensure effective execution of business activities.
Key Responsibilities:
* Provide executive support to the Leadership team, including managing calendars, coordinating meetings, and handling confidential communications.
* Oversee and optimise office operations, including equipment maintenance, booking contractors for repairs or remedial work, and liaising with all departments for cross-functional support.
* Coordinate logistics for board meetings and corporate events, ensuring meticulous planning and execution.
* Serve as the primary point of contact for internal and external stakeholders on matters pertaining to office management and directorial support.
* Manage document flow, including filing, tracking, and archiving, ensuring compliance with company policies and legal requirements.
* Assist in preparing reports, presentations, and insurance documentation, ensuring accuracy and timeliness in all communications.
* Book all accommodation and travel for the company in a timely, cost-efficient manner.
* Manage the company’s archiving, ensuring tasks are completed to be compliant, legally destroyed, and catalogued for retrievable access.
* Handle all post, parcels, and documentation.
* Coordinate with other company offices to ensure compliance and consistency of processes and information.
* Oversee the day-to-day operations of the office, ensuring efficiency and effectiveness.
* Maintain office supplies and equipment, coordinating replenishment as needed.
* Manage office spaces, ensuring a clean, organised, and conducive work environment.
* Check biometric entry/exit records weekly and report issues to department heads.
* Issue HO Building access FOBs for new employees as directed.
* Serve as the reception contact for phone calls and general queries.
* Handle incoming and outgoing mail.
* Update and distribute the telephone list monthly.
* Add new JGL email addresses to the email group (coordinate with IT) at month-end.
* Manage board room bookings via Teams.
* Keep the car registration log up to date.
* Organise event lunches.
* Manage utilities billing, maintenance, and service arrangements.
Skills and Qualifications:
* Proven experience in administrative roles with direct executive support responsibilities.
* Excellent organisational and leadership skills, with the ability to prioritise and delegate tasks effectively.
* Strong communication and interpersonal skills to maintain relationships internally and externally.
* Proficient in Microsoft Office Suite and familiar with other administrative software, especially Excel.
* Discretion and confidentiality of the highest degree.
Education and Experience:
* Bachelor’s degree in Business Administration, Management, or a related field.
* Significant experience in an administrative or executive assistant role, preferably within the construction or engineering sector.
Company Background
The Joseph Gallagher Group is a family-owned Civil Engineering business that delivers expertise while prioritising client satisfaction. Built on a reputation for honesty and quality, we understand the impact of our actions on communities and environments.
LIFE Culture
We promote a cultural change within the industry and initiatives to improve Health, Safety, and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE), deeply embedded into our core values.
Disability Confident Commitment
We are a disability confident employer committed to providing equal opportunities. All individuals will be treated fairly and equally, regardless of gender, marital status, race, religion, colour, age, disability, or sexual orientation.
Reasonable Adjustments
We aim to make our recruitment processes accessible. If you need support to enable you to participate fully, please contact the HR team at HR@josephgallagher.co.uk.
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