Office Coordinator (Part Time)

About Us

We’re an award-winning innovative tech consultancy - a team of creative problem solvers. Since 1993 we’ve been finding better, more sustainable ways to solve complex technology problems for some of the world’s leading organisations and delivered solutions that millions of people use every day. 

In the last 30 years we won several awards, including a prestigious Queen’s Award for Enterprise in the Innovation category for our Enterprise Agile delivery approach.  

Operating from 26 locations across the world, we bring together teams of creative experts with diverse backgrounds and experiences, who enjoy working and learning in our collaborative and open culture and are committed to world-class delivery.  

We want to continue to grow our team with people just like you! 

About the Role

BJSS’s Sheffield Office is a fast growing, digital delivery hub. Having recently moved into a larger office space, we are looking for an Office Coordinator to help run this space and work with the leadership team to build a fun, engaging environment for their colleagues. 

The Office Coordinator will be a key part of the team, overseeing the support functions which keep the office delivering. BJSS is an exciting place and we are looking for an outstanding candidate who will work well with our office environment, and who can grow their career alongside the firm. 

This is a part time, permanent role, which will require the successful candidate to work 22.5 hours per week. This will include Monday 8.30am-4pm in order to complete Inductions for new starters with the remaining hours spread over the week, 4 hours per day between the hours of 9am-5pm. Due to the nature of the work required, this role is based 100% in the Sheffield Office.

About You

This is a great opportunity for an existing Office Coordinator or someone with transferable skills looking to progress. We're ideally looking for someone with experience of:

• Event organisation and management
• Working and adhering to health and safety and security requirements
• Working to, and managing, a budget
• Working with staff to create a fun, engaging and welcoming atmosphere

We're looking for someone who is: 

• Friendly with a personable manner
• Looking to build your career in a growing firm
• Energetic with a positive attitude.
• BJSS has a flat management structure, you’ll be happy to get involved and help with all areas where required
• A great team player
• Work with minimal day-to-day supervision

At BJSS, we value the diversity of our people and the varied experiences, expertise, backgrounds and perspectives they bring. We work hard to foster a culture where those differences can thrive and where every one of us can fulfil our potential. 

Accountabilities

The Office Coordinator will report into their local Leadership Team and will be supported by another member of the Regional Operations team. The Office Coordinator accountable for all aspects of the physical office, including:

• Physical Security

• Working with the BJSS security team to ensure that company security policies are met within the Sheffield office.
• Liaising with building management to ensure all security requirements are communicated, understood and adhered to.
• Issuing passes and lanyards to guests and new starters.

• New Starters

• Onboarding new starters in person, ensuring that they are made to feel welcome and have a great induction into the firm
• Making sure all new starters have the relevant kit for day one, along with an induction schedule
• Liaising with the Central Operations and IT team to ensure all new starters are set-up and onboarded without any issues

• Events Management
  • Budget management – working within prescribed budgets set by both local and central teams
  • Event reception and guest management
  • Arranging venues and coordinating speakers for virtual and physical events including:

• Quarterly townhalls
• Annual Summer Strategy event
• Christmas party
• Business development events for clients
• Lunch and Learns
• Office socials and clubs
• CSR events

• Office Environment and Facilities
  • Accountable for ensuring the office is clean and tidy, both by coordinating the cleaning and maintenance firms that we use (where relevant), and keeping the office tidy and presentable throughout the day

• Vetting and managing suppliers / contractors and working with Accounts to get them set up on our internal payment system
• Maintaining and managing office environment policies, such as clear desks
• Building relationships and liaising with building management / landlord
• Providing ad-hoc assistance to staff within the office / working remotely

• Supplies
  • Ensuring the office is supplied with stationery
  • Ensuring the office space is supplied with drinks and snacks
  • Working with IT to ensure we have enough equipment in stock

• Budgets– working with the Head of Delivery to ensure the office is running within budget

• Processes and process improvements– assisting the Regional Operations team with implementing new / improved processes within the office

• Health and safety

• Ensuring an adequate number of staff within the office are First Aid trained
• Ensuring there are the correct number of trained Fire Wardens within the office
• Fire safety – working with building management to ensure all fire safety requirements are met
• Risk Assessments – ensuring all risk assessments for the office space / events are kept up to date 

Some of the Perks

• Flexible benefits allowance – you choose how to spend your allowance (additional pension contributions, healthcare, dental and more)
• Industry leading health and wellbeing plan - we partner with several wellbeing support functions to cater to each individual's need, including 24/7 GP services, mental health support, and other
• Life Assurance (4 x annual salary)
• 25 days annual leave plus bank holidays (pro rated)
• Discounts – we have preferred rates from dozens of retail, lifestyle, and utility brands
• An industry-leading referral scheme with no limits on the number of referrals
• Flexible holiday buy/sell option
• Electric vehicle scheme
• Training opportunities and incentives – we support professional certifications across engineering and non-engineering roles, including unlimited access to O’Reilly
• Giving back – the ability to get involved nationally and regionally with partnerships to get people from diverse backgrounds into tech
• You will become part of a squad with people from different areas within the business who will help you grow at BJSS
• We have a busy social calendar that you can chose to join– quarterly town halls/squad nights out/weekends away with families included/office get togethers
• GymFlex gym membership programme