Role Profile

Job Title: Office Services and Support Assistant

Reports to: Executive EA/Office Manager

Key Stakeholders:

• HR Director, UK/Europe
• MD Rail Services & Heavy Haul
• Safety & Sustainability Director
• General Counsel
• CCO – circa 2 days per week

Purpose of the Role:

To ensure the smooth running of the London office and provide efficient and effective support to the key stakeholders as required.

Main duties and responsibilities:

• Maintain the London office environment:
• Ensure office area and kitchen is always clean and tidy and supplies of coffee, milk and fruit are managed accordingly.
• Liaise with building control regarding any maintenance issues such as heating, lighting, toilets, etc.
• Monitor cleaning performance and feedback any issues / concerns.
• Order stationary according to needs and ensure this is stored tidily.
• Order lunches and cater with refreshments for any visitors to the London office.
• Manage the two meeting rooms both in terms of allocation and cleanliness and preparation for meetings, including assisting with setting up any equipment for virtual meetings as required.
• Deal with incoming and outgoing post and manage any general deliveries to the office.
• Organise temporary, permanent and visitor badges.
• Manage administrative tasks on behalf of the Exec based at the London office:
• Raise Purchase orders for required services.
• Organise payment of any invoices for the office and any Exec.
• Book hotel accommodation and travel as required and coordinate expense claims of Exec, if required.
• Organise meetings and support diary management, if needed.
• Organise team meetings including sourcing venues, catering etc.
• Provide admin support to the Exec Assistant to the CEO (based in Birmingham) as needed from time to time and provide annual leave cover as required.