Office Operations Coordinator

Office Operations Coordinator

This role is responsible for organising all the administrative activities that facilitate the smooth running of the UK Office Operations department and enhancing the effective running of the offices in the UK. 

Reporting directly to the UK Office Operations Manager, you will ensure that the office and facilities support teams are providing a collaborative, clear and consistent service to their key stakeholders. 

The role will support delivery of Office specific and UK wide initiatives by providing a consistent working environment across all our UK offices in line with department vision and goals and provide a strengthened relationship between the department and its key stakeholders.

Here at Buro Happold, expect the exceptional.

From the projects you will work on to the clients we work with. From career-defining opportunities to an inclusive and diverse practice where we all contribute to a more equitable world. From our reputation to our relationships. Wherever your Buro Happold career takes you, it’ll be anything but ordinary.

Your next role 

Join us and be surrounded by exceptional opportunities in an environment alive with innovation and possibility. Your new team has a willingness and curiosity to see possibility and potential in everything – from the most iconic projects to our everyday conversations.  

• This is an extraordinary opportunity to contribute to our fantastic Business Support team.
• Buro Happold has a clear strategic plan, strong learning culture and entrepreneurial mindset that will allow you to thrive.  
• You’ll be part of something bigger than us all where sustainability, equity, social and performance outcomes matter. Buro Happold is committed to doing the right thing, even when that’s the hardest thing. This is a genuine opportunity to make impact - and leave real legacy. 

Key duties

Office Operations

• Key relationship management with local teams to enhance communication and office community environment and wellbeing 
• Responsible for preparation of monthly office manager meetings presentations  
• Ensure office initiatives are supported such as sports and social events, office marketing events, young engineer’s forum, wellbeing, charity events and any other office related initiatives as appropriate. Set-up and management of committees if not currently in place. 
• Collaboration with the Office Operations team members (Front of House, Facilities, Catering) to ensure smooth operations, communications and resourcing 
• Work with Office managers to ensure sports and social budgets are adhere to and promote the company approval processes for spend where required
• Proactively deal with queries related to the running of the office, engaging the Office Manager and Office Director where appropriate.
• Collaborate with Finance, IT, HR, Health and Safety, Business Development and Marketing to ensure initiatives are coordinated, policies are followed, and support is given where appropriate
• Additional office and budget support as required

UK Office Operations 

• Ownership and company champion of operational software packages e.g. Desk booking, Sign-in, SharePoint etc and ensure relevant teams are trained, competent and communications delivered to stakeholders
• Proactively communicate with Office Managers and join scheduled local office meetings to establish procedures and set standards. Identify areas for improvement where required to ensure a cohesive regional approach.
• Ensure operations meetings are happening consistently through the UK offices and that there is a consistency in information cascade
• Work with UK OOM to identify and implement operational efficiencies to drive productivity and efficiency. Including identifying and preparation of system and software enhancements and business cases for submission.
• Lead on UK charities and UK giving initiatives and committee meetings working with UK OOM for budget control and guidance 
• Coordination and active involvement of the UK Offices Incident Response Teams 
• UK offices attendance and business reporting 
• Work with the UK Internal Communication Lead to support with the preparation and publication of scheduled and ad hoc communications across UK offices utilising the appropriate channels
• Work with UK OOM to ensure project and resource planning for the UK Operations and Facilities teams is clear, including support and leading on projects as required.

Your skills and experience

• Confident, proactive character with the ability to take the lead in challenging situations.
• Confident in your people and communication skills both face to face and via phone or email
• Previous experience of running the day to day operations of a busy department or team 
• Advanced to Intermediate IT skills, especially in the use of Microsoft Office products 
• Extremely organised with the proven ability to prioritise effectively and work to tight deadlines
• Professional with good attention to detail
• Good problem solver – able to “think on your feet”
• Able to discern sensitive material and maintain confidentiality accordingly
• Flexible attitude with good team working skills
• Diligent with good attention to detail
• Excellent communication skills
• Ability to effectively delegate
• Facilities / operations experience (Desirable)
• Line management and Leadership (Desirable)
• Understanding of general finance and budgeting (Desirable)

What we offer you

Bring your knowledge and expertise to one of the world’s most respected consultancies.  

• Hybrid working arrangements. 
• Attractive salary and benefits package including life assurance and income protection.
• Holiday entitlement of 25 days per annum (exclusive of bank holidays) and flexible holiday arrangements.     
• Generous company pension scheme.
• Flexible benefits including cycle scheme, dental insurance, optical cover, travel insurance, season ticket loans, and corporate discounts. 
• Enhanced parenthood leave policies. 
• 3pm finish on the last Friday of the month.
• A strong commitment to your continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you.  
• Entitlement to two memberships to professional bodies or subscriptions   
• A commitment to your wellbeing through a comprehensive employee assistance programme and wellbeing activities A supportive and inclusive environment that will welcome you through social and outreach activities from the Young Employees Forum to mentoring.
• An international culture that wherever your career takes you at Buro Happold, you won’t be far from the exceptional.  

Apply now and be where exceptional is everywhere.

A place for everyone

Buro Happold values individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.   
 
 Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive. 

We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing difference allows us to develop the most innovative and elegant solutions.

Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application. 

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