Oktra
Team & Project Coordinator– Maternity Cover (12 Months Fixed Term)
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
About the Company
Oktra South is part of the UK’s leading workplace design and build company, delivering inspiring and high-performing workspaces across the South of England. With over 30 years of experience and B Corp certification, we design and build future-focused environments where people and businesses thrive.
Our team of designers, builders, and workplace strategists provide end-to-end workplace consultancy — from office relocations, refurbishments, and fit outs to workspace planning and interior branding. Our fully in-house delivery model means we offer our clients speed, simplicity, and a single point of accountability at every stage of the project.
Oktra South brings the company’s national expertise closer to our clients in the South, helping shape spaces that connect people and inspire productivity.
Role overview
We are seeking a Team & Project Coordinator to join our team on a 12 month fixed-term contract to provide maternity cover. This is an excellent opportunity to take ownership of an established role and make an immediate impact within a supportive and collaborative team. The Team & Project Coordinator plays a pivotal role across the team and entire project lifecycle, serving as a central point of coordination and communication. This role requires close collaboration with all departments within the business to ensure the cohesive, functional, and timely delivery of projects. In addition to project support, the role is essential in maintaining the smooth day-to-day operations of the office, fostering an organised and productive working environment.
Key Responsibilities
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
Team Support
- Coordinate team diaries to schedule meetings
- Organising team social events/client events upon instruction
- Coordinate refreshments and requirements for meetings – internal & client
- Business travel arrangements, booking train tickets or accommodation
- Ensure onboarding of new staff goes smoothly
- Distribute timely communication to team e.g. building/company updates, H&S
- Procure and schedule deliveries as per team requirements
- Be an ambassador of Oktra culture
- Track team birthdays, anniversaries, etc
- Continually develop and improve quality and efficiency
General Office Support
- General management of the Guildford office environment
- Ensure office supplies are well maintained
- Maintenance of office equipment – coffee machines, printers, plotters, etc.
- Supporting the IT & AV function and liaising with Oktra’s internal IT team to troubleshoot issues, log tickets and solve problems.
- Ensure office activities meet with organisational requirement for quality management, health and safety legal requirements, environmental policies, and general duty of care
- Assisting with collating information for energy management accreditations
- Organising repairs around the office when required
- Liaison with third party suppliers and building management
- Ad hoc admin tasks required by the team
Construction/Onsite
- Prepare Health & Safety File and documents for site set up
- Work alongside the Director of Operations and Project Managers to ensure the project tracker is up to date and site specific documentation is submitted in time to avoid any delays
- Autodesk Forma project set up, onboarding & ongoing management – troubleshoot any issues with users (Designers, Subcontractors & Site Managers) as they arise
- Regular engagement with Site Managers to ensure a smooth project, assisting them with any admin and IT requirements.
- Arrange couriers for items required onsite e.g. Drawings, IT, Health & Safety Files, Documents, Stationary
- Small order & accessory procurement, raising purchase orders, obtaining invoices & ensuring timely delivery
- Ensure timely return of site files & IT equipment
- Organise client gifts
Get help with your application
Your very own career expert that helps elevate your application to the next level.
Post Completion
- Archive returned Health & Safety documents and send to external company to be scanned
- Save scanned Health & Safety documents to designated project folder
- Assist Project Managers with O&Ms where required
Pre-Construction
- Assisting with the PQQ submission process for all new subcontractors and suppliers where required
Sales
- Assist with completing new client forms
Essential Skills & Experience
- Able to work under pressure, proactive and hard working
- Good communicator
- Independent, and able to stand on 'own two feet' but capable of being a team player
- Diligent and detailed
- Highly organised
- Ability to occasionally interact with clients in a polite and professional manner
- Ability to make good judgement and make quick decisions
- Good project coordination skills
- Able to use Outlook, Excel, Word
Oktra is an Equal Opportunity Employer. Oktra seeks applications from all backgrounds to join our teams and we encourage our employees to bring their authentic, original, and best selves to work.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills