Title:  Office Manager/Business Support Coordinator

Amey are a leading provider of full life-cycle engineering, operations and decarbonisation solutions, for transport infrastructure and complex facilities.  Working for us, you’ll be delivering sustainable infrastructure solutions that enhance life and protect our shared future

Our people are driven by a set of strong values, based on safety, insight and collaboration.

The Opportunity 

We have a fantastic opportunity for a permanent Office Manager/Buisness Support Coordinator to join our Consulting team in Cardiff.

The role 

The main purpose of the role is to provide comprehensive business support services to the Wales consulting and engineering business, ensuring the efficient operation of office administration, financial processes, facilities management, travel coordination, and business support activities. The role is responsible for supporting project teams and management in maintaining robust financial controls, delivering timely invoicing and reporting, and ensuring a professional and well-managed office environment.

Size and Scope

Support a multi-disciplinary consulting and engineering office, working closely with Project Managers, Project Controllers, Finance, Business Directors and operational teams to ensure efficient business operations and effective financial administration.

Qualifications

Essential

5 GCSE’s including Maths, English and Science

Level 3 Advanced Diploma in Accounting

Desirable

Level 4 Diploma for Professional Accounting Technicians

Responsibilities: 

Financial Administration and Invoicing

• Process client invoicing through SAP and associated systems.
• Work with Project Managers to ensure invoice applications are issued in a timely manner.
• Monitor invoice status and follow up on outstanding actions to support positive cash flow.
• Assist Project Managers with financial administration and project reporting requirements.
• Produce and distribute weekly expenditure monitoring reports as required
• Coordinate with Project Managers to support month-end reporting activities.
• Assist with purchase order administration and expenditure tracking.

Office Management and Facilities

• Coordinate the day-to-day operation of the office.
• Limited reception activities, such as answering door and incoming general calls
• Maintain a clean, organised and professional working environment for the office
• Manage office supplies, stationery, consumables and equipment.
• Arrange office repairs, maintenance and facilities support as required.
• Coordinate meeting room bookings, visitor arrangements and office events.
• Organise catering and hospitality requirements for meetings and client visits.
• Liaise with landlords, facilities providers and internal support functions.

Fleet and Asset Management

• Manage company vehicle records and compliance requirements.
• Coordinate vehicle servicing, maintenance, repairs and cleaning.
• Oversee regular vehicle condition inspections and maintain associated records.
• Liaise with the Amey Fleet Team regarding vehicle replacements, maintenance schedules and compliance matters.
• Ensure company assets are appropriately maintained and recorded.

Travel and Business Support

• Support employees with travel and accommodation bookings.
• Provide guidance on travel policies and booking procedures.
• Administer and monitor procurement card (P-Card) processes and records.
• Maintain business support records, filing systems and electronic documentation.
• Coordinate local office communications and administration activities.
• Provide support for team meetings, management meetings and business events.

Governance, Health and Safety

• Support compliance with company policies, procedures and governance requirements.
• Maintain appropriate business and office records.
• Assist with local health, safety and wellbeing initiatives.
• Support office inspections, audits and action tracking.
• Handle confidential information with discretion and professionalism.

Continuous Improvement

• Identify opportunities to improve administrative and financial processes.
• Support the implementation of new systems and ways of working.
• Contribute to a culture of high-quality customer service and operational excellence.