Job Description

Description

We are recruiting for a part-time Office Facilities Coordinator to organise all the administrative activities that facilitate the smooth running of our Gibraltar office. This will require the successful candidate to ensure that the office equipment is maintained, relevant records are up to date and that all administration processes work effectively.

This is a part time position, 15 hours per week across Tuesday, Wednesday and Thursday.

What you'll be responsible for:

General Office Management

Ensure the efficient functioning of day-to-day office operations. Manage office provisions for employees. Act as the point of contact for staff and visitors to the office. Responsible person for office letters and packages.

Office Facilities

Responsible for organising office repairs with a third-party contact. Manage the security access systems. Liaise with the managing agent of the building to report and log any building issues.
Book travel for employees' business-related trips.Arrange lunches for external/internal meetings.

Financial Support

Raise Purchase Orders for the office. Collate receipts for company credit cards.

Budget Awareness

Gain an understanding of overall office expenditures, including finance and budgets, to support informed decision-making and effective resource allocation.

Managing Communication

Responsible person for office emails and general communications.

Health & Safety

Ensure compliance with workplace health and safety regulations. Conduct regular office risk assessments and maintain records. Coordinate fire safety procedures, including drills and equipment checks. Maintain first aid supplies and ensure trained first aiders are available. Act as the point of contact for reporting and resolving health and safety concerns.

New Employee Onboarding

As part of the onboarding process, all new employees will receive a facilities induction and equipment setup to ensure a smooth start. This includes: Introduction to the office layout, including key areas such as meeting rooms, kitchen, restrooms, and breakout spaces. Overview of building access procedures, including security passes and visitor protocols. Explanation of health and safety procedures, including fire evacuation routes, first aid points, and reporting hazards. Guidance on using shared facilities such as printers.

Visitor Support

Be available to welcome and assist visitors, especially from our UK offices. Coordinate workspace or equipment needs for visiting staff. Arrange refreshments or other requirements for their visit.

What you'll need:

Essential:

Proven experience in office or facilities management. Familiarity with health and safety compliance in the workplace. Previous involvement in onboarding or induction processes for new employees. Strong organisational skills, including the capacity to coordinate multiple tasks and priorities effectively. Clear and professional communication, both written and verbal. Build trust through consistent, respectful interactions with colleagues, visitors and external contacts. High attention to detail with a meticulous approach to administrative and compliance-related tasks. Ensure accuracy in documentation, financial processes and health & safety records. Initiative and problem solving. Take ownership of issues and resolves them proactively. IT literacy and digital confidence. Comfortable using a range of office software and digital tools (e.g. Microsoft 365, Teams, Outlook, SharePoint). Interpersonal and relationship-building skills. Create a welcoming and supportive environment for staff and visitors. Time management and prioritisation. Manage workload efficiently, meet deadlines, and adapt to shifting priorities. GCSEs (or equivalent) including English and Maths as a minimum.

Desirable:

NVQ Level 3 or 4 in Business and Administration or Facilities Management. IOSH (Institution of Occupational Safety and Health) Managing Safely or equivalent health and safety certification. First Aid at Work certification. Fire Warden or Fire Marshal training.

Our Benefits

Hybrid working 25 days annual leave, rising to 27 days over 2 years' service and 30 days after 5 years' service. Plus bank holidays! Pension scheme - 5% employee, 6% employer Private Health Insurance Flexi-time Discounted gym membership Professional wellbeing, health & fitness app - Wrkit Enhanced parental leave, including time off for IVF appointments Life Assurance - 4 times your salary Employee Referral Scheme Community support day Christmas and Summer parties

About Somerset Bridge Group

Somerset Bridge Group is dedicated to delivering fair products and innovative services in the insurance industry. Our group focuses on underwriting, broking, and claims handling to provide sustainable and innovative insurance solutions. Somerset Bridge Insurance Services Limited, operating under GoSkippy and Vavista, offers insurance coverage to over 700,000 customers. Somerset Bridge Limited handles underwriting and claims, processing almost 50,000 claims annually. Somerset Bridge Shared Services Limited provides essential support functions to ensure operational efficiency and compliance. With a strong commitment to values, culture, and customer service excellence, Somerset Bridge Group is recognised for its industry awards and growth. Join us to be part of a dynamic team that fosters creative thinking and personal development.

We are very proud to have been awarded a Silver Accreditation from Investors in People! We recognise that all of our people contribute to our success. That's why we are always looking for talented people to join our team - people who share our vision, who are passionate about what they do, and who want to be part of something special.

Equal Opportunity Employer

Somerset Bridge Group is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. We prohibit discrimination or harassment of any kind based on race, color, religion, national origin, sexual orientation, gender, gender identity or expression, age, pregnancy, physical or mental disability, genetic factors or other characteristics protected by law. SBG makes hiring decisions based solely on qualifications, skills and business requirements.