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Business Support Coordinator - Internal

Dundee, hybrid
Your purpose in the role

As Business Support Coordinator, you will partner with the global business to ensure excellent and timely customer service and fulfilment and perform an array of tasks such as coordinating and arranging travel for internal and external customers, coordinating meetings and catering, supporting the global incoming calls and visitors at our Global Head office and partner with all teams across the business to ensure high levels of customer satisfaction.

What you’ll do to succeed

•    Coordinate and arrange travel for internal and external customers
•    Assist in the organisation of internal and external meetings and event bookings, liaising with suppliers    
•    Organise and set up catering for meetings and events held internally, as required 
•    Manage meeting room bookings and liaise with meeting bookers to ensure rooms are arranged as required
•    Reconcile expenses and process invoices for our travel and catering partners using our Finance and purchase order systems ensuring times lines are met 
•    Provide support around global business call and meeting scheduling – via virtual platforms including Teams, WebEx and Zoom
•    Provide administrative, diary management support and reception cover as and when required 
•    Screen, direct and action mail/email/fax where appropriate, liaising with any relevant teams/person to action
•    Receive, log, investigate and resolve customer queries in a way that builds client loyalty from efficient and effective resolution and offering a legendary customer experience every time
•    Ensure all shared email in-boxes are maintained and customer enquiries are responded to within agreed timelines
•    Coordination of internal and external, national and international meetings 
•    Contribute to the team by effectively communicating with other members to ensure service requirements are met

How you’ll do this

•    You will use your excellent planning skills to support with team projects
•    Demonstrate excellent customer service skills to ensure customers needs are always met 
•    You will use your strong communication skills to collaborate effectively with a variety of people and teams to accomplish tasks  
•    Use your innovation and flair to review processes, to enhance service delivery to all of our internal customers 
•    You will be agile and understand that no two days are the same and efficiently be able to tackle requests in a timely manner
•    You will think as a team to support the needs of the business both virtually and physically at our office locations  

How you’ll show up

•    With a strong passion for legendary customer experience and always prepared to ‘go the extra mile' in delivering support on time and to the highest standards
•    With outstanding inter-personal communication skills
•    Highly motivated, articulate, and meticulous with great attention to detail and thrives on a challenge
•    Ability to prioritise and work under pressure with good time management
•    Ability to manage multiple projects and activities seamlessly within a fast-paced setting
•    Participates willingly in the team and keeps other team members informed and up to date by sharing useful or relevant ideas and         information
•    A proactive approach to problem identification and solution
•    You will use your strong communication skills to share relevant information with customers and colleagues
•    Take ownership and responsibility when handling enquiries
•    Takes responsibility for their actions and accepts accountability 
•    You will constantly seek new and innovative ways to meet and exceed our customers' expectations, making recommendations and  suggestions to improve processes and procedures as appropriate

What you’re great at

•    Ability to work as part of a team and demonstrate flexibility with regard to working in a continually evolving and demanding  environment
•    Working in collaboration and inspiring a team to deliver exceptional customer experience
•    Taking ownership and accepting accountability
•    Methodical and highly organised with the ability to think clearly under pressure
•    Ability to take the initiative to identify issues, options and practical solutions to operational and business challenges
•    Demonstrates the drive and initiative to achieve personal and organisational objectives
•    Strong commercial awareness and experience of working with varying workloads
•    Experience of coordinating projects in a global business environment
•    You will have accurate data entry skills and high attention to detail
•    Solid and proven office administration experience with good IT skills particularly in MS Word, Outlook, Excel and PowerPoint 
•    Experienced at handling high volume of emails with the ability to handle enquiries by listening to and understanding the needs of customers  
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