Office Coordinator

We are looking for an Office Coordinator to provide administrative and operational support across the Rail Division. This is a varied role that acts as a central point of coordination for payroll, workforce administration, IT support, system management, and general office functions.

The successful candidate will work closely with operational managers, engineers, HR, Finance, and Directors to ensure that employee records, systems, payroll submissions, and office processes are maintained accurately and efficiently.

This role requires a highly organised individual who can manage multiple priorities, provide excellent support to colleagues, and maintain a high level of accuracy in a fast-paced operational environment.

Key Responsibilities

Payroll & Workforce Administration

• Prepare and submit weekly payroll information for Rail and UKDN operational staff.
• Process monthly payroll submissions for 4-on-4-off employees.
• Manage overtime, bonus, and payroll adjustment submissions.
• Respond to payroll queries and carry out wage checks where required.
• Provide guidance and support to employees regarding payroll and workforce administration matters.

Cascade Management

• Maintain employee records within Cascade, including starters, leavers, absences, and annual leave.
• Upload and maintain employee documentation including Right to Work checks, Records of Competence, inductions, and employment records.
• Produce regular management reports including holiday reports, leaver reports, absence reports, and payroll validation reports.
• Provide ongoing support and guidance to managers and employees using the system.

Teamleaf Administration

• Create and maintain employee and client accounts within Teamleaf.
• Manage user permissions and account updates.
• Process leaver account closures and system housekeeping.
• Provide first-line support and guidance for Teamleaf users across the division.

IT & Systems Support

• Provide local support for day-to-day IT issues and requests.
• Configure, issue, track, and recover mobile phones, tablets, and laptops.
• Coordinate the ordering and deployment of IT equipment.
• Support system changes, software rollouts, and improvement projects.
• Manage desktop telephony, Bria phone licences, and user access requests.
• Coordinate Samsara account setup requests and provide user support.
• Liaise with the Group IT team to resolve technical issues.

Oyster Card Administration

• Process and submit Oyster card applications.
• Maintain records of card allocations, expiry dates, and renewals.
• Deactivate cards for leavers and expired users.
• Manage issues raised by TfL regarding card usage and compliance.

General Office Support

• Produce monthly staff hours reports for the HSQE team.
• Provide administrative support to Directors and operational managers.
• Assist with HR processes, including note-taking during investigations, return-to-work meetings, disciplinary hearings, and other employee relations activities.
• Manage stationery ordering and office supplies.
• Act as a Fire Warden and support wellbeing initiatives across the division.
• Support the management of Rail SharePoint sites and divisional communication platforms, including WhatsApp groups.
• Assist with ad hoc projects and business improvement initiatives as required.
  

Skills and Experience Required:

• Previous experience in an administrative, office management, payroll, or coordination role.
• Strong organisational skills with excellent attention to detail.
• Experience working with HR, payroll, or workforce management systems.
• Good understanding of Microsoft Office applications, particularly Excel.
• Ability to manage multiple priorities and work to deadlines.
• Strong communication and interpersonal skills.
• Ability to handle confidential information professionally and discreetly.
• Experience within a rail, utilities, construction, or infrastructure environment is desirable but not essential.

Benefits

• 24 days holiday
• Pension scheme and death-in-service benefit

• Regular training opportunities, including our in-house City & Guilds qualifications

About the Lanes Group:

Lanes Group plc is a leading nationwide utility services provider with over 3,500 dedicated employees. Our diverse subsidiaries drive our success across various sectors, contributing to a remarkable turnover of over £500 million. We are committed to excellence and innovation, ensuring we provide industry leading services to our clients and stakeholders. Join us to be part of a dynamic and growing team that values diversity and fosters professional growth.

We are an equal opportunities employer and welcome applications from under-represented members of the community. 

Strictly no agencies please