Office Coordinator & Security Checks Administrator

Introduction

Saab UK is part of Scandinavia’s largest defence company, bringing together the best of Swedish and British innovation. Saab offers world-leading solutions and services in defence, aviation, space, and civil security to keep people and society safe. Our UK presence has been growing at pace, meaning we can offer a wide range of opportunities for personal fulfilment and career growth. We currently employ over 500 people across eight sites in the UK, and our specialisations include software engineering, underwater robotics, radars, AI, and armed forces training.

As part of the global entity Saab AB, Saab UK combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Globally, Saab employs over 22,000 people, with operations on every continent. Our partnerships with UK customers and industry mean we are able to deliver innovative solutions to complex challenges, anticipating the threats of tomorrow. We invest 23% of our annual revenue into research and development, collaborating with a range of partners including industry and academia.

Saab is a company that offers our employees plenty of opportunities for growth and advancement. We embrace diversity and are committed to providing a workplace where individuals can thrive professionally, paving the way for future progression. We also recognise the need for a healthy work-life balance to ensure our staff have the chance to live a fulfilling life beyond the workplace.

The Role

We're currently seeking an Office Coordinator to become an integral part of our operations at our centrally located office, right next to the iconic Trafalgar Square. If you thrive in a fast-paced environment, possess exceptional organizational skills, and have a knack for keeping things running smoothly, this could be the perfect opportunity for you. As our Office Coordinator, you'll play a pivotal role in ensuring the efficient functioning of our office while providing vital support to our team members. If you're ready to take on a rewarding challenge in one of the most vibrant locations in London, we invite you to apply and be part of our exciting journey!

Business Support Duties

• Booking Travel (group bookings, guest bookings, expat) – Booking Taxis, flights, hotels/apartments when it is required.
• Manage mobile phone account for London office (issue new phones, order new phones/sims, have colleagues sign forms, assist with replacement/faulty phones)
• Train new starters (Induction) – Set up travel profile, How to book travel, how to use sharepoint/saabnet, expenses, company credit card, request holiday, set up h&s/security induction
• Managing Hire Car account for London/corporate account (colleagues may request to hire cars)
• Invoicing (Manage invoice inbox, process invoices, sign off invoices on behalf of certain colleagues, downloading individual travel invoices to match the statement)
• Dealing with travel queries/complaints/refunds 
• Admin for Fedex account

• Onboard new starters (welcome bag, order mobile phone, Saab ID, Laptop/headsets, email distribution lists)
• Ordering gifts/flowers upon request (updating spreadsheets)

Security Support

• Request Vetting for new joiners
• Check DBS for all new joiners
• Assist with BPSS requests
• Schedule security interviews (skype or in person)

Coordinator/Reception Duties 

• Register/Sign in guests
• Assist with meeting room bookings/set up
• Order catering upon request
• Welcome guests (escort them to the meeting room, offer tea/coffee)
• Ensure meeting rooms are tidy during the day/be responsible for and give cleaner direction
• Check coffee machine regularly (empty/refill)
• Keep inventory of stock (cleaning products, drinks, coffee beans, stationery) and order when needed.
•  Respond to queries from colleagues
• Order Business Cards
• Deal with post (sending/receiving)
• Issue IT equipment upon request
• Plan/Assist with events
• Send Birthday cards
• Transporting goods to different sites for events (Banners, NLAW equipment, branded goods)
• Doing monthly expenses for the office supplies (everything bought on corporate card)
• Answer telephone