Project Support Administrator (Part time)

Job Description

Role Overview

The Office Administrator for the Birmingham office will provide practical, reliable and proactive administrative support to ensure the office operates efficiently and professionally. The role will coordinate meeting rooms, visitor access, event logistics, office organisation, budget tracking and day-to-day liaison with facilities, security and the BE Office.

The role is important in maintaining a positive experience for Assystem teams, visitors and stakeholders using the Birmingham office, while ensuring office resources, access controls and meeting spaces are well managed.

Key Responsibilities

Office Coordination and Daily Operations

• Support the day-to-day running of the Birmingham office and help maintain a professional, organised and welcoming working environment.
• Ensure the office is opened and operational depending on who is attending the office each day.
• Keep the office organised, tidy and ready for meetings, visitors and team activities.
• Coordinate with relevant internal teams to understand expected office attendance and operational requirements.

Meeting Room and Office Space Management

• Book meeting rooms for different Assystem teams and ensure room availability is managed effectively.
• Control the use of Assystem meeting rooms, including booking coordination, room readiness and general room etiquette.
• Maintain visibility of meeting room usage to avoid conflicts and support efficient use of office space.
• Ensure meeting rooms have the required screens, equipment and access arrangements in place before meetings begin.

Meetings, Catering and Team Events

• Organise buffet, food and drink arrangements for meetings involving different teams.
• Support the organisation of team meetings, including food, drinks, screens, access arrangements and general logistics.
• Keep the team meeting budget updated and maintain simple records of planned and actual spend.
• Support the organisation of office events and team activities, including practical planning and coordination with suppliers where required.

Visitor Access and Security Support

• Ensure visitors receive the correct passes and lanyards on arrival.
• Coordinate visitor access arrangements and support a smooth arrival experience for guests.
• Reply to demands and requests from security and facilities teams in a timely and professional manner.
• Control the spare fob and maintain clear records of its use.
• Control team access records, including who has fobs and keys.

Administrative Controls and Records

• Control and maintain the office Matrix, ensuring information remains updated and accurate.
• Maintain simple trackers for office access, meeting room use, fobs, keys, visitors and team meeting budget as required.
• Support consistent administrative processes for the Birmingham office and highlight gaps or improvements where needed.

Facilities and BE Office Liaison

• Deal with the BE Office on matters relating to office operations, facilities, access, bookings and general administration.
• Act as a practical point of contact for facilities-related requests affecting the Birmingham office.
• Escalate issues appropriately where support is required from facilities, security, management or other internal stakeholders.

Typical Day-to-Day Activities

• Check planned office attendance and confirm whether the office needs to be opened or prepared for specific users or meetings.
• Review meeting room bookings and confirm room setup, access, screens and catering requirements.
• Prepare visitor passes and lanyards and coordinate with security or reception as required.
• Update trackers for meeting room usage, spare fob control, access records and team meeting budget.
• Respond to facilities, security and BE Office requests and escalate any issues that could affect office operations.
• Support ad hoc administrative requests linked to events, meetings or office coordination.

Skills and Experience

• Previous experience in an office administration, facilities coordination, receptionist, team assistant or business support role would be beneficial.
• Good organisational skills with the ability to manage multiple requests and priorities.
• Professional communication skills and confidence liaising with internal teams, visitors, security, facilities and external suppliers.
• Attention to detail when managing access records, meeting bookings, budget trackers and office information.
• Practical problem-solving approach and willingness to support day-to-day office needs.
• Good working knowledge of Microsoft Outlook, Teams, Excel and general office systems.
• Ability to handle access-related information responsibly and maintain confidentiality where required.

Key Interfaces

• Assystem Birmingham office users and visiting teams
• BE Office
• Security team
• Facilities team
• Reception / building management
• Meeting organisers and team leads
• Catering and event suppliers

Expected Behaviours

• Proactive and service-oriented, with a focus on making the office experience smooth and professional.
• Reliable and well organised, ensuring agreed actions are completed and records are kept up to date.
• Collaborative and approachable when supporting different teams and visitors.
• Discreet and responsible when managing access information, visitor arrangements and office resources.
• Flexible and practical, able to respond to changing office needs and ad hoc requests.

Additional Information

This role is 3 days per week - Tuesday/Wednesday/Thursday

NOTICE TO CANDIDATES ON RECRUITMENT FRAUD - We are committed to safeguarding candidates from fraudulent activity associated with our recruitment process. Please note that we will never offer specialist CV writing services, request payment or ask for sensitive personal information during the recruitment process.

We are committed to equal treatment of candidates and promote, as well as foster all forms of diversity within our company. We believe that bringing together people with different backgrounds and perspectives is essential for creating innovative and impactful solutions. Skills, talent, and our people’s ability to dare are the only things that matter !. Bring your unique contributions and help us shape the future.