Office Coordinator & Project Support

The Office Coordinator & Project Support role ensures the smooth day-to-day running of our Bristol office covering both the 2nd Floor and the Ground Floor (Project Plateau) while providing hands-on administrative support to the project delivery teams based there. The successful candidate will act as project assistant to the Director Project Directors and Project Managers supporting activities such as raising purchase orders maintaining project records and assisting with document control. The role holder will also act as the Health & Safety champion for the office. 

Please note: while the office coordination element does not represent a full-time workload on its own this is a full-time fully office-based position. The balance of the role is dedicated to project support making it ideal for someone who enjoys variety thrives in a busy project environment and brings a proactive solutions-oriented mindset. 

Office Coordination (2nd Floor & Ground Floor Project Plateau) 

• Serve as the first point of contact for visitors and general office enquiries across both floors ensuring a professional front-of-house presence. 
• Keep both floors clean tidy and presentable at all times and ensure meeting rooms are fully equipped and ready including refreshments for meetings as required. 
• Manage the hot desk system and workspace organisation finding solutions when the office is at full capacity. 
• Oversee office supplies consumables and equipment stock levels (stationery printer ink tea and coffee etc.) and manage vendor relationships. 
• Coordinate facilities matters including maintenance requests and liaison with building management. 
• Support onboarding logistics for new starters (premises inductions access passes desk and equipment coordination) and assist with leaver processing. 
• Help coordinate office events team meetings working lunches and office-wide communications. 

Health & Safety Champion 

• Act as the Health & Safety champion for the office promoting a positive safety culture across both floors. 
• Carry out and record regular workplace inspections and DSE (workstation) assessments raising and following up on any issues identified. 
• Maintain H&S records including accident/incident reporting first aid supplies and fire safety logs. 
• Support fire safety arrangements including fire warden duties evacuation drills and keeping evacuation lists up to date (training will be provided). 
• Act as or coordinate first aider cover for the office (training will be provided). 
• Ensure new starters receive H&S and premises inductions and liaise with building management and the company H&S team on compliance matters. 

Project Support 

• Act as project assistant to the Director Project Directors and Project Managers providing day-to-day administrative support to the project teams. 
• Raise track and maintain purchase orders for projects liaising with procurement and finance to ensure timely processing and resolution of queries. 
• Maintain accurate project records and registers including purchase orders invoices expenses and other project documentation. 
• Support project meetings including scheduling room and logistics arrangements preparing agendas and recording minutes and actions as required. 
• Assist with travel arrangements and expense submissions for the project leadership team as needed. 
• Provide general administrative and coordination support to project workstreams as directed. 

Document Control Support 

• Support the document control function including filing naming conventions version control and maintenance of document registers. 
• Assist with uploading distributing and tracking documents through the project document management systems (EDMS/CDE) including transmittals. 
• Help ensure records are maintained in line with project and company procedures supporting audit readiness. 

Qualifications :

Essential 

• Experience in office coordination administration or project support ideally within an engineering construction or project delivery environment. 
• Strong organisational skills with the ability to manage multiple priorities across office and project responsibilities simultaneously. 
• Excellent written and verbal communication skills. 
• High level of professionalism discretion and attention to detail. 
• Proficiency with Microsoft 365 tools. 
• Comfortable working independently anticipating needs before they arise and being fully office-based 5 days per week. 

Desirable 

• Experience raising and tracking purchase orders or other finance administration. 
• Familiarity with document control processes and electronic document management systems (e.g. SharePoint or a project CDE). 
• Experience supporting senior leaders or project teams. 
• Fire warden first aid or other workplace H&S training/experience (training can be provided). 

Additional Information :

We are committed to our planet

In each project we design engineer and operate we care deeply about the legacy were leaving behind. As part of our team youll have a unique opportunity to use your skills and expertise to shape a better future for our communities in the UK and all around the globe.

Our commitment is translated in the work carried out by our Egis Foundation which funds concrete actions to address the climate crisis and is focused on educational and social initiatives that will help in the responsible and sustainable shift towards a sustainable world.

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds regardless of age disability gender gender identity gender expression race religion or belief sexual orientation socioeconomic background and any other protected characteristic. If you decide to apply for an opportunity with us your application will be assessed based purely on your experience the essential and desirable criteria and your suitability for the role. We value each and every ones contribution as this builds our culture and means that if you work with us you will be included listened to and respected.

Remote Work :

No

Employment Type :

Full-time