Office Coordinator

Office Coordinator 12 Months FTC

5 days a week in Redhill Surrey

Indra is one of the leading global technology and consulting companies and the technological partner for core business operations of its customers worldwide. It is a world-leader in providing proprietary solutions in specific segments in Transport and Defence markets, and the leading firm in Digital Transformation Consultancy and Information Technologies in Spain and Latin America through its affiliate Minsait. Its business model is based on a comprehensive range of proprietary products, with a high-value focus and with a high innovation component. In the 2024 financial year, Indra achieved revenue of € 5.5 billion, 60,000+ employees, a local presence in 46 countries and business operations in over 140 countries.

As the technological partner for its customers’ key operations, Indra is at the core of their business, and Indra’s four values guide everything we do:

Innovation - Our capacity for innovation, cutting-edge solutions, and specialised team of professionals enables us to drive a safer, more connected future through technology.

Trust - We work with strength, commitment, and reliability, delivering quality solutions to build trust with customers, employees, partners, investors, and society.

Connection - We harness the power of collaboration, connect ideas and solutions, and adapt to our customers’ needs, supporting them on the path to a better future.

Foresight - We anticipate future needs to make the world safer and more connected, transforming our experience and knowledge into solutions for a better tomorrow.

The role will support asset management, onboarding, office logistics, facilities coordination, post and deliveries, access control and basic IT coordination. The Office Manager / Project Office Coordinator will work closely with project teams, HR, IT, Facilities, Security, Procurement and PMO functions to ensure that new joiners are properly supported, assets are correctly tracked, and office operations are delivered in a professional and controlled manner.

Key duties include:

• Manage day-to-day project office administration and act as a key point of contact for office-related queries.
• Maintain an accurate asset register for laptops, mobile phones, monitors, desks, chairs, docking stations, peripherals and other project equipment.
• Track the allocation, return, transfer, replacement and disposal of project assets.
• Coordinate equipment requirements for new joiners, including laptops, phones, monitors, desks, chairs, docking stations and other required accessories.
• Support the onboarding of new joiners by coordinating with HR, IT, Facilities, Security and line managers.
• Ensure new joiners receive the correct equipment, workspace and building access before or shortly after their start date.
• Support leaver processes by coordinating the return of laptops, phones, access passes and other assigned equipment.
• Assist with building access control arrangements, including new access requests, visitor access, pass returns and access changes.
• Receive and distribute post, courier deliveries, equipment shipments and office supplies.
• Maintain records for incoming and outgoing deliveries, especially where equipment or confidential project material is involved.
• Coordinate meeting room bookings, visitor arrangements and general office logistics.
• Support office seating plans, desk allocation, furniture requirements and workspace changes.
• Liaise with Facilities for office maintenance, repairs, furniture, cleaning, access and workplace issues.
• Coordinate office supplies, stationery and general consumables.
• Provide basic IT coordination support, including laptop setup checks, mobile phone setup, peripheral connection support and escalation of IT issues to the appropriate support team.
• Support requests for access to project platforms, collaboration tools, shared repositories and other systems.
• Support software and platform licence management, including maintaining licence allocation records, coordinating new licence requests, tracking renewals and removals, and ensuring licences are reassigned or removed when users leave or change roles.
• Track onboarding, access, asset and equipment actions through to completion.
• Support periodic asset audits and identify missing, damaged or obsolete equipment.
• Maintain office trackers, onboarding records, access lists and administrative logs.
• Provide simple status updates and reports to the Business Support Manager, PMO or Project Managers where required.
• Ensure office administration and asset records are accurate, auditable and maintained in line with project requirements.
• Support management teams in activities related to administrative team tasks, including, among others, time booking, travel and expense management, calendar coordination, meeting organisation and logistics, stakeholder communication, procurement support, vendor coordination, office operations management, and ensuring compliance with internal policies and procedures.

Requirements

• Previous experience in office management, project administration, facilities coordination, business support or a similar role.
• Experience managing office assets, equipment registers, inventories or allocation trackers.
• Experience supporting onboarding activities for new joiners in a project or corporate environment.
• Good understanding of office administration, workplace coordination and facilities support.
• Strong organisational skills and ability to manage multiple tasks and requests at the same time.
• Good communication skills and ability to engage effectively with project teams, suppliers and support functions.
• Experience coordinating with HR, IT, Facilities, Security, Procurement or similar internal teams.
• Good working knowledge of Microsoft Office, especially Outlook, Excel and Teams.
• Ability to maintain accurate records and follow defined procedures.
• High level of attention to detail and ability to follow up actions through to closure.
• Ability to work independently, escalate issues appropriately and support a busy project environment.
• Desirable basic IT knowledge, including laptop setup, mobile phone setup, Microsoft 365, Teams, SharePoint, VPN, docking stations, monitors and peripherals.
• Desirable understanding of building access control processes and secure office environments.
• Continuous improvement mindset, with the ability to identify opportunities to improve onboarding, asset tracking and office processes.

Benefits

• Holidays: 25 days per annum + 8 days bank holidays (options to buy/sell days)
• Pension - 4% employee and 4% employer
• Employee assistance programs
• Charitable initiatives
• Social events (formal & informal)
• Learning and development programs
• Innovative & collaborative work environment

Indra is an equal employment opportunity employer. Applicants are considered without regard to race, colour, religion, sex, sexual orientation, gender identity, origin, disability or other characteristics protected by law