Office Coordinator - #2186315

Office & Business Support Coordinator - BALLARDS LLP |BIRMINGHAM

Location - Birmingham

Hours - 37.5 hours per week

Working pattern - Office-based

Reporting to - Office & Facilities Manager

Join Ballards

At Ballards, we're more than accountants. We're trusted advisers helping ambitious businesses, charities and private clients thrive.

With over 150 colleagues across the Midlands, we're one of the region's fastest-growing independent accountancy firms, offering accountancy, tax, audit and specialist consultancy services.

We're looking for a proactive, organised and personable Office & Business Support Coordinator to become the central point of contact for our Birmingham office.

This is a varied, hands-on role combining front-of-house responsibilities, office coordination and administrative support for our Corporate Finance and Digital Transformation teams.

You'll play an important part in ensuring our office runs smoothly, our clients receive an excellent welcome and our teams have the support they need to succeed.

The Role

As the principal on-site contact for our Birmingham office, you'll take ownership of day-to-day office coordination, provide a professional front-of-house experience and support senior stakeholders with a wide range of administrative and business activities.

No two days will be quite the same, making this an excellent opportunity for someone who enjoys variety, takes initiative and thrives in a busy professional environment.

Key Responsibilities

Front of House & Office Operations

• Provide a warm, professional welcome to clients, visitors and colleagues.
• Act as the main on-site contact for the Birmingham office.
• Support switchboard operations, post, couriers, deliveries and access cards.
• Manage meeting room and Business Lounge bookings, including room preparation.
• Coordinate catering, refreshments, hospitality and visitor arrangements.
• Liaise with suppliers, contractors, engineers and the landlord to resolve office-related issues.
• Monitor and replenish office, housekeeping and kitchen supplies.
• Maintain the office coffee machine, including cleaning, replenishment and routine maintenance.
• Support local health and safety arrangements alongside the Office & Facilities Manager.
• Act as the designated first aider, lead fire marshal and keyholder, following appropriate training and appointment.
• Help organise employee engagement initiatives and office activities.

Corporate Finance & Digital Transformation Support

• Provide administrative and coordination support to Birmingham-based Partners and their teams.
• Coordinate diaries and arrange internal and external meetings.
• Organise travel, accommodation, hospitality and event logistics.
• Support training sessions, team events and away days.
• Prepare and format documents, presentations, reports, templates and meeting packs.
• Track actions, follow-up requirements and team communications.
• Monitor delegated inboxes, prepare routine responses and support email prioritisation within agreed authority.
• Coordinate business development activities, client meetings and networking arrangements.
• Maintain prospect information and business development activity using Zoho or other CRM systems.
• Provide administrative support for Corporate Finance and Digital Transformation projects.
• Create and maintain XPM job codes and associated project information where required.
• Coordinate client document scanning and secure return of original records.
• Maintain team planning tools and produce workflow reports to support resource planning.
• Liaise with Compliance regarding client onboarding, engagement letters, clearance and disengagement, with Compliance retaining process ownership.
• Assist with work in progress (WIP) and billing administration.

About You

We're looking for someone who is naturally organised, enjoys helping others and takes pride in delivering a high standard of service.

Ideally, you'll bring:

• Experience in office coordination, administration, reception or a similar client-facing role, preferably within professional services.
• Experience supporting senior stakeholders and managing competing priorities.
• Strong organisational, diary management and administrative skills.
• Confidence working independently as the main on-site office contact.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Strong attention to detail and professional document presentation skills.
• A proactive, practical approach to problem-solving.
• The ability to handle confidential information with discretion.
• A friendly, approachable and professional manner.
• Flexibility and enthusiasm for supporting a wide variety of office and business activities.
• An interest in improving processes and using technology effectively.

Desirable, but not essential:

• First aid or fire marshal training.
• Facilities, health and safety or supplier coordination experience.
• Experience using CRM or practice management systems.
• Previous experience supporting business development or project teams.

Why Join Ballards?

At Ballards, we believe our people are central to our success. You'll join a supportive, collaborative team where your contribution is valued and you'll have the opportunity to make a genuine difference to the day-to-day running of our Birmingham office.

We offer:

• A friendly, professional and collaborative working environment.
• A varied role with exposure to senior stakeholders and specialist teams.
• Opportunities for professional development and progression.
• The chance to contribute ideas and improve office processes.
• A competitive salary and benefits package.

Interested?

If you're an organised, proactive individual who enjoys supporting people, coordinating a busy office and making things happen behind the scenes, we'd love to hear from you.

Apply today and become part of the Ballards team!