Business Support Coordinator

IMSERV is one of the UK’s leading data collection and energy metering experts, delivering award-winning services to more customers in more places, meeting industry targets and becoming a benchmark for excellence. We offer a range of specialist metering technology for electricity, gas, and water along with highly accurate energy data collection services. All this is wrapped up with an easy-to-view online data management analysis and reporting software.

PURPOSE OF ROLE

To provide a variety of support services to ensure the smooth running of the Milton Keynes office, and the Business Support and wider People team. Key responsibilities include ensuring business travel is booked in accordance with our Group procedure, and opportunities for cost efficiencies related to business travel are identified.

MAIN RESPONSIBILITIES

• Provide efficient reception cover, including greeting visitors to the building and ensuring security and H&S procedures are followed.
• Manage the switchboard, directing calls efficiently to the appropriate departments and personnel.
• Book travel and accommodation for all employees, ensuring compliance with Group travel policies and budgetary limits.
• Monitor costs and seek cost-effective solutions for travel arrangements.
• Implement process improvements to automate administration around travel bookings, where possible.
• Deploy and manage Precision pay virtual card requests.
• Monitor and reconcile expenses related to travel and accommodation.
• Coordinate offsite document archiving, ensuring proper storage and retrieval.
• Arrange courier services as necessary, ensuring timely delivery of documents and packages.
• Book meeting rooms and arrange necessary facilities.
• Order lunches and refreshments for meetings and conferences.
• Manage the booking of offices and refreshments for internal and external events.
• Sort incoming mail and prepare it for internal distribution, seeking opportunities to distribute mail in a remote and/or hybrid world and innovate processes around mail and courier services.
• Maintain and update internal telephone lists.
• Liaise with security staff, Facilities Manager, and HSE team to ensure a safe office working environment.
• Administer mobile phones and lone worker devices, seeking process improvements, automation, and digitization of administration. Maintaining an asset register and ensuring all assets are returned on leaving IMServ.
• Manage office stationery, office supplies, and hospitality items, ensuring timely re-ordering.
• Administer and book driver training sessions.
• Conduct DSE (Display Screen Equipment) assessments to ensure ergonomic workstations.
• Provide general administrative support to the People team as required.
• Assist in various ad-hoc tasks to ensure smooth operations within the department.