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Business Support & Meeting Coordinator

Dundee, UK

Who are Insights?

Insights are a Learning and Development company with people and innovation at our heart. Our purpose at Insights is to create a world where people truly understand themselves and others and are inspired to make a positive difference in everything that they do. We provide a range of amazing learning and development solutions used by some of the biggest and most influential organisations around the world.

We’re a friendly, sociable bunch and are looking forward to going to our shiny new office when it reopens in the Spring. We’re looking for people who live in the East Coast of Scotland and can travel to the office on a weekly basis to be in at least 2-3 days a week. We provide you with all the IT equipment that you'll need to work at home and be set up for success. 

What’s the role?

As Business Support & Meeting Coordinator you'll be arranging and coordinating internal & external meetings and events. You'll liaise with venues and suppliers to ensure all necessary requirements are met. In addition to this you'll support the global incoming calls, greet visitors at our Global Head office in Dundee and partner with all teams across the business to ensure high levels of customer satisfaction.

Day to day you’ll:

Organise, set up and clear down meeting rooms and catering for meetings and events held internally
Manage meeting room bookings and liaise with meeting bookers to ensure rooms are arranged and stock replenished as required
Support projects in connection with facilities management, such as office space refresh and Health and Safety process and guidelines to support our buildings
Partner with your global team ensuring a consistent approach and care is taken for welcoming and accommodating visitors to our offices 
Coordinate and arrange travel as part of the Business Support Team
- Provide support around global business call and meeting scheduling – via virtual platforms including Teams, WebEx and Zoom
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 monthly expense claims are completed using our finance systems, in a timely manner
- Maintain all shared email in-boxes are maintained and customer enquiries are responded to within agreed timelines


What you’ll bring 

- Experience of coordinating a high volume of travel, events and meetings 
- Exceptional communication and customer service skills
- 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   
- 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
- 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

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