Vacancy: Office Coordinator

About the Company

Civic Engineers was founded in 2013 to respond to the rapidly changing needs of our society, towns, cities and planet. Our co-founders Stephen O’Malley and Julian Broster combined their approach to civil and structural engineering to develop a holistic, people-centred and climate sensitive approach to complex challenges. The practice has grown to over 150 talented professionals. We now have studios across the UK, including Manchester, London, Leeds, Glasgow and Edinburgh, as well as Dublin. We’ve achieved an award-winning reputation for our approach to climate sensitivity and innovation, and for blending technical excellence and emotional intelligence to shape our designs across the built environment. To help us to achieve our aim, our parent company, Civic, was launched in 2022. Through the introduction of new complementary services, we are actively seeking to have a greater environmental, social and economic impact on the communities that we serve.

Job Description and Key Responsibilities

• Provide a warm welcome to all visitors and ensure a positive first impression. • Proactively manage office supplies, such as stationery and kitchen goods, to maintain a well-stocked workspace. • Support the Lead Director and Scotland Leadership Team with diary management • Ensure all meeting rooms are properly equipped and ready for use, coordinating with meeting organizers in advance • Handle post distribution and collection efficiently • Oversee studio facilities, including kitchen equipment, utilities, plants, and cleaners • Manage food and drink provisions for meetings and studio events, promoting a hospitable environment. • Perform printing, scanning, photocopying and document control duties to support efficient workflows. • Monitor studio fobs and distribution, ensuring accessibility and security. • Manage telephone calls, taking messages and handling voice mails professionally. • Schedule and coordinate meeting room bookings effectively. • Fire warden duties and promoting good health & safety practices

Experience, Knowledge and Key Skills

• Excellent communication and interpersonal skills, enabling effective collaboration and relationship-building. • Maintain professionalism and work with integrity, upholding Civic Engineers standards. • Function well as part of a team, fostering positive interactions and shared goals. • Work independently and prioritise tasks for efficient time management and organisation. • Implement clear instructions and follow guidelines for quality output and compliance * Be of a smart and professional appearance * Comfortable working in a customer facing role

Education, Qualifications and Training

• Possess Maths and English National 4/5 level or equivalent. • Proficient in MS Office, Excel, and Outlook, utilising digital tools to streamline work processes.