Office Coordinator

At NES Fircroft, we are looking for a highly organised and proactive professional to support the day-to-day operations of our office and help create an exceptional workplace experience. This role is ideal for someone who thrives in a fast-paced environment, enjoys working with people, and takes pride in ensuring everything runs smoothly behind the scenes. You will play a key role in supporting employees, visitors, facilities, events, and business operations across the Americas region.

What You'll Be Doing:

• Visitor Management: Welcome visitors and new hires, coordinate sign-in procedures, notify employees of arrivals, provide refreshments, and ensure a professional and positive office experience.
• Access & Onboarding Support: Manage building and suite access through the Avigilon Alta system, support new employee onboarding requirements, coordinate parking and gym access documentation, and manage access deactivation for departing employees.
• Mail & Shipping Coordination: Handle incoming and outgoing mail, courier services, and deliveries while supporting domestic and international shipping requirements across multiple business functions.
• Equipment & Logistics Support: Assist with laptop and mobile device shipment coordination, support equipment returns, and facilitate operational logistics across the Americas region.
• Meeting & Calendar Coordination: Schedule conference rooms, arrange meeting spaces, update calendars, and collaborate with building management for larger meeting and event requirements.
• Office Supplies & Inventory Management: Monitor stock levels, manage office supply orders, maintain organised storage areas, and ensure workspaces remain fully equipped and functional.
• Refreshments & Workplace Experience: Oversee snack, beverage, and coffee programmes while managing budgets and ensuring a variety of options are available for employees and visitors.
• Catering & Food Coordination: Arrange food deliveries for meetings, company events, and other office-related activities as required.
• Facilities Management: Maintain a clean, organised, and professional office environment, including communal areas, storage spaces, kitchens, and reception areas.
• Administrative Support: Coordinate business card orders, create shipping labels, organise employee recognition initiatives, take meeting minutes, and support a wide range of administrative activities.
• Vendor & Supplier Management: Build and maintain relationships with vendors, obtain competitive quotations, manage purchases, and identify cost-effective solutions that support business objectives.
• Building & Maintenance Coordination: Act as the primary liaison with building management, communicate building updates, submit maintenance requests, and coordinate premises-related services.
• Event Planning & Execution: Organise company events, celebrations, incentives, contractor engagement activities, and office cultural initiatives while ensuring delivery within budget.
• Budget & Financial Administration: Track office-related expenditures, reconcile company credit card purchases, and ensure accurate coding and reporting for finance processes.
• Sustainability & Compliance Support: Support Green Mark requirements, recycling initiatives, document shredding programmes, and energy-saving measures across the office.
• Employee Engagement Activities: Partner with the Belong Group to support employee wellbeing, drive engagement initiatives, coordinate office events, and promote a positive workplace culture.
• Safety & Emergency Preparedness: Coordinate office safety training, support audits and accreditation requirements, distribute safety communications, and act as the primary contact for building safety notifications and emergency preparedness activities.
• Additional Responsibilities: Support evolving business needs and undertake other duties as assigned by management.

Why NES Fircroft:

• Global Reach: Join one of the world's leading engineering and technical workforce solutions providers, supporting clients across multiple industries and regions.
• People-Focused Culture: Be part of a collaborative environment that values teamwork, innovation, and employee wellbeing.
• Varied & Impactful Work: Enjoy a diverse role where no two days are the same and where your contributions directly influence workplace experience and operational success.
• Professional Growth: Gain exposure to multiple business functions while developing valuable administrative, coordination, and stakeholder management skills.
• Inclusive Environment: Work within a culture that encourages collaboration, respect, and continuous improvement.

What We're Looking For:

• Office Administration Experience: Previous experience in an office coordination, administrative, facilities, or workplace support role is preferred.
• Organisation Skills: Exceptional attention to detail with the ability to effectively prioritise multiple tasks and deadlines.
• Communication Skills: Strong verbal and written communication abilities with confidence interacting at all levels of the organisation.
• Customer Service Mindset: A welcoming, professional, and service-focused approach to supporting employees, visitors, and stakeholders.
• Problem-Solving Ability: Resourceful and proactive in identifying solutions and improving processes.
• Confidentiality: Ability to manage sensitive information with discretion and professionalism.
• Technical Proficiency: Competent user of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Positive Attitude: An engaging personality, team-oriented mindset, and enthusiasm for creating a great workplace experience.
• Adaptability: Comfortable working in a dynamic environment and responding to changing business priorities.

Who Are We?

NES Fircroft is a leading global workforce solutions provider, partnering with some of the world's largest organisations across the energy, life sciences, power, renewables, chemicals, construction, and infrastructure sectors. With a network spanning multiple countries and decades of industry expertise, we connect clients with the technical talent needed to deliver complex projects safely and successfully. Our success is built on long-term relationships, specialist knowledge, and a commitment to creating opportunities for both our clients and candidates.

Accessibility & Inclusion:

• Equal Opportunity: NES Fircroft is committed to creating an inclusive workplace where everyone is treated with dignity, fairness, and respect.
• Accessibility Support: We welcome requests for reasonable accommodations throughout the recruitment process and employment journey.
• Diverse Perspectives: We value diversity of thought, background, and experience and believe these differences strengthen our organisation.
• Belonging Culture: We strive to foster an environment where all employees feel supported, empowered, and able to reach their full potential.

About Us: https://www.nesfircroft.com

Meet The Team: https://www.nesfircroft.com/contact-us

YouTube: https://www.youtube.com/@NESFircroft

LinkedIn: https://www.linkedin.com/company/nes-fircroft/