Office Coordinator

Location/s: Cardiff
Recruiter contact: Laura Kennedy

Mott MacDonald

We’re a global engineering, management, and development consultancy. 
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities. 

A fundamental part of this is respecting each person’s differences and striving to meet their needs. 

We are proud to be a one of Glassdoor’s top employers to work for in the UK, as well as being recognised as a Top Inclusive Company in the UK.

Our values: Progress, Respect, Integrity, Drive, Excellence. 

About the business unit  

Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.

Overview of role

We’re seeking an enthusiastic and customer-focused Office Coordinator to join our Cardiff office. In this crucial role, you’ll be the first point of contact for visitors, delivering exceptional customer service while supporting our Facilities team and Office Manager.

As an Office Coordinator, you’ll play a key role in maintaining office security and creating a welcoming environment.

You’ll manage building access, oversee visitor check-ins, answer incoming calls and help maintain a safe, efficient, and well-organised workplace for all employees and visitors.

This role is fully office-based

Reporting directly to the Office Manager, your responsibilities will include but not limited to

•    Greet visitors with a warm, professional demeanour, manage sign-in/check-in processes, and handle general inquiries with efficiency
•    Conduct local office inductions and communicating emergency procedures, first aid, etc.
•    Ensure common areas are functional, well-maintained, and clean
•    Report maintenance and cleaning issues to the Facilities Team
•    Assist with the Smart Hands process for IT asset management
•    Serve as the appointed first aider and emergency warden
•    Order office and cleaning supplies
•    Assist hosts with meeting room requirements
•    Coordinate events (depending on the office)

Candidate Specification

Essential

•    Friendly and approachable 
•    Good organisational ability 
•    Work independently 
•    Ability to prioritise 
•    Previous experience in a front of house role
•    Excellent people skills

 
Desirable

•    Ability to effectively communicate with staff and visitors through, phone, email and in person
•    Proficient in MS office applications
•    Able to work as part of a team and independently
•    Knowledge of Health and Safety in the context of an office environment

We are actively recruiting a diverse workforce that is reflective of the communities we serve. We recognise that differences in ability, skills and experience are a strength and encourage applications from people of all backgrounds. 
 

UK Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

We offer some fantastic benefits including:

Health and wellbeing

• Private medical insurance for all UK colleagues.
• Health cash plan to support you with every day health costs and treatments.
• Access to Peppy, providing free support from menopause experts for all UK colleagues.
• A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
• Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.

Financial wellbeing

• We match employee pension contributions between 4.5% and 7%.
• Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
• Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
• Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
• As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.

Lifestyle

• A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
• Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
• Variety of employee saving schemes and discounts from high-street retailers.

 Enhanced family and carers leave

• Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
• Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
• Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.

 Learning and development

• Primary annual professional institution subscription.
• A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.

Networks, communities, and social outcomes

• Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
• Make a difference within our communities through our social outcomes.

Apply now, or for more information about our application process, click here.