We're looking for an energetic Receptionist / Office Administrator to deliver a professional front of house experience and keep our office running smoothly. You'll welcome clients and visitors, coordinate day to day office operations, and provide administrative support to our teams, including basic coordination of project-related activities. You will also join us as a Safety, Health, Environment & Quality (SHEQ) Coordinator to help keep our teams and clients safe, compliant and confident.
What you'll do
* Greet visitors and clients, manage the reception inbox and switchboard, handle incoming and outgoing mail and couriers, and maintain visitor and contractor sign‐in processes.
* Coordinate day‐to‐day office operations by monitoring supplies, placing orders, liaising with vendors and building management, and ensuring meeting rooms and shared spaces are tidy, stocked, and ready for use.
* Support meetings and events by setting up rooms and AV, organising refreshments, and coordinating bookings and calendars for onsite meetings and office activities.
* Assist with creating, formatting, and maintaining documents such as reports, letters, agendas, minutes, and project materials in line with NDY standards.
* Provide general administrative support by following up with internal stakeholders, keeping tasks moving, and assisting teams across the office.
* Support project teams with scheduling meetings, preparing agendas, taking minutes, tracking follow‐up actions, and maintaining accurate project documentation and version control.
* Support project teams by assisting with preparation and format of reports, proposals and other client ready documents.
* Help compile project updates, status reports, and complete basic data entry for project tracking tools.
* Liaise with internal teams to gather information, update registers, coordinate communications, distribute project materials, and support the smooth flow of project activities and logistics.
* Work closely with office leaders, project teams and the Group SHEQ Manager to ensure smooth, practical SHEQ implementation that supports project delivery and client expectations.
* Coordinate internal and external audits, review non conformances and support corrective actions.
* Contribute to continuous improvement by refining systems, processes and procedures.
* Address operational issues constructively and elevate noncompliance where appropriate.
* Promote a positive, professional, collaborative team environment.
This role requires you to be onsite in the office full time.
About you
* 2+ years' experience in a receptionist, office administrator, or similar front‐of‐house role supporting multiple stakeholders. (Experience in construction/engineering is a plus, not a must.)
* Microsoft Office proficiency: Confident with Word and Outlook; Excel and PowerPoint are a bonus.
* Excellent communication, interpersonal and stakeholder engagement skills.
* Service mindset: Warm, professional who builds rapport with clients, visitors and colleagues.
* Highly organised: Excellent time management, attention to detail and the ability to juggle priorities and deadlines.
* Proactive & reliable: Comfortable working independently, anticipating needs and taking initiative.
* Collaborative: A team player who contributes positively to a supportive office culture.
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