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Office & Community Facilities Co-ordinator

3 days ago

Waterbeach

The Role This role plays a key part in the project team at our Waterbeach development, supporting on areas including office administration, co-ordination and community liaison as well as managing the operation of our existing and future community facilities. The position is varied, broad and hands-on will cover issues across the business and our technical teams. The holder will be highly organised, adept at handling multiple pieces of work and keen to get involved with a can-do attitude. The role is office-based, from the Control Tower - our office at Waterbeach, and adjacent to the community venues it will support. The Waterbeach office has a varied staffing number over a working week, and can vary from a core team of 5, to days when the full team of 12-15 are in the office – managing and supporting this is a core part of the role! The role also supports hiring of community facilities including the Sports Hall and Studio, and Community Rooms (which are older buildings left by the military which have been refurbished and opened to community use) as well as new facilities coming forward in the new community hub (shop, café and community space), and future community centre. The role works alongside the Community Development Lead and Communications & Partnerships Manager who work with many of the partners who use these spaces and support the growing community of residents. Role Responsibilities Office Co-ordination and Administration • Supporting the office and team with its administrative needs, general facilities management and office upkeep, meeting and greeting, troubleshooting, ordering supplies etc., • Maintaining the office effectively and efficiently through the implementation of office systems and processes; general housekeeping., • Interacting with other roles/departments and the wider support team within the Company to assist with, • meetings and events, handling any associated requirements and logistics for transport, catering, etc. and any other support required., • Assisting with credit card and cash expenses where required., • Providing a professional first point of contact for visitors to the development office including greeting guests, preparing drinks and assisting with Wi-Fi access, IT support and facilitation, calling cabs etc., • Answering, screening and forwarding phone calls to the project office and handling any messages., • Supporting the team in hosting visits and VIPs to the development and providing a professional service including managing logistics, setting up of meeting rooms, ordering catering, arranging PPE equipment and Land Rover access/transport etc., • Dealing with local resident queries in the first instance and escalating to team members., • Liaising with contractors, the Health and Safety team and the Head of Estates to ensure office audits and any associated works are delivered effectively., • Training and support to carry out and then ensure delivery of daily health and safety duties including conducting reviews and supporting the promotion and delivery of first aid and fire safety awareness and training., • Assisting the team with the production of any letters, presentations, or other documentation as directed., • Assisting with the Office Induction process for new starters based at the development offices and for colleagues visiting from other sites and offices., • Liaising with contractors to carry out services including cleaners, security, IT, AV, printers, maintenance etc., • Researching tasks and project support as directed., • Play an active role in the U&C ‘Admin Group’ attending quarterly meetings to share ideas and best practice. Community Facilities Co-ordination • Liaising across the Sports Hall, Studio, Community Rooms and Community Hub to ensure the venues operate effectively including managing the booking system, liaising with users and arranging equipment and any repairs or services required, supporting invoice and payment collection., • Liaising with members of the public and supporting the Community and Partnerships team to handle correspondence relating to queries and questions about the development and its facilities., • Providing support with marketing the facilities, working with marketing and communities colleagues., • Being involved in planning and delivering events for corporate and community initiatives, working closely with the Communities Team. Role Requirements • Experience in an administrative, office assistant/co-ordination role is essential., • Highly organised, able to handle multiple workstreams and prioritise tasks., • Competent and confident with the Microsoft Office suite - able to correspond professionally through email and produce well-written documentation such as reports, letters and emails., • A strong communicator with an enthusiasm for working with people., • An enthusiastic team player with a ‘can do’ approach, able to work flexibly and adapt to the changing and multiple needs of the team and business and respond appropriately., • Ability to drive to support vehicle use and management (travel for refueling / servicing) for Waterbeach, with occasional requirements to travel to other offices if required to support the other Cambridgeshire projects or the wider business. Why Work With Us Urban&Civic is a purpose‑driven company dedicated to shaping thriving communities and creating long‑lasting impact. We’re proud of our collaborative, people‑first culture and our passion for placemaking, innovation and doing the right thing. With excellent benefits, strong opportunities for professional development and a supportive environment committed to lifelong learning, joining U&C offers an exciting and meaningful career opportunity. You’ll be empowered to grow, contribute and make a real difference. How to apply All applications must be submitted online. To apply, click on the "Apply Now" link below and follow the prompts. Urban&Civic is committed to being an equal opportunities employer and we kindly request that you complete our Equality and Diversity Monitoring Form using the following link: This role does not require agency input. Please do not forward CVs directly to Urban&Civic employees/managers or the HR team, thank you.

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