Office Specialist

Date: May 25, 2023

Location: London, GB

Company: Bentley Systems


Office based - London (UK) - This position will be based out of the Bentley Systems London office in the heart of The City, Bentley’s flagship office in EMEA.


Position Summary:


Bentley’s Facilities and Real Estate department is looking for an Office Specialist to support the London Experience Center. The Office Specialist will oversee the general office and keep the Bentley experience center running smoothly. This includes addressing day-to-day facilities issues that may arise, communicating with the property manager and building maintenance staff, and purchasing office supplies/equipment through Bentley’s purchasing systems as required. The Office Specialist will also manage office access (providing cards/fobs) for the office as well as organizing and maintaining common areas.


The Office Specialist is the point of contact for all incoming visitors as well as local London colleagues. They will ensure conference rooms are set up for large meetings/trainings and coordinate meals and transportation as needed. Conference equipment troubleshooting may be required, so general IT knowledge & understanding of connecting IT Hardware Peripherals, (Monitors, Mouse, Keyboard, Docking station) is preferred. 



Day-to-Day Responsibilities:


  • Coordinate and set up of conference rooms and training needs
    • Schedule conference room and experience center meetings
    • Facilitate conference room set up for traveling executives and outside guests
    • Ensure all conference room equipment is complete, and in working condition
    • Assist IT as and when necessary to resolve conference room equipment or connectivity issues.


  • Overseeing general office operations
    • Maintain building management contacts
    • Oversee Shipping/receiving logistics
    • Purchase office supplies and equipment and maintain proper stock levels
    • Organize and maintain office common areas
    • Assist with troubleshooting of all office equipment and coordinate facility maintenance and repair needs of department
    • Order meals
    • Make dinner reservations
    • Coordinate transportation
  • Greet and become point of contact for all incoming visitors
  • Point of contact for all incoming visitors
    • Notify office of incoming colleagues and guests daily
    • Ensure user access for guests and colleagues
  • Support all visiting SVP’s in an administrative capacity
  • Provide administrative support for Facilities and Real Estate team as needed.


Team Assets:


  • 2-4 years of experience in similar roles / Front of House
  • Highly organized and analytical
  • Ability to serve as second line support for standard conference room and connectivity matters
  • Excellent oral and written communication skills
  • Coordination skills with outside service agencies
  • Ability to work well with outside vendors, internal customers, and corporate facilities team.
  • Accountability for completion of assigned tasks with minimal follow up
  • Ability to set measurable goals and meet deadlines



About Bentley Systems

Bentley Systems (Nasdaq: BSY) is the infrastructure engineering software company. We provide innovative software to advance the world's infrastructure – sustaining both the global economy and environment. Our industry-leading software solutions are used by professionals, and organizations of every size, for the design, construction, and operations of roads and bridges, rail and transit, water and wastewater, public works and utilities, buildings and campuses, mining, and industrial facilities. Our offerings include MicroStation-based applications for modeling and simulation, ProjectWise for project delivery, AssetWise for asset and network performance, Seequent's leading geoprofessional software portfolio, and the iTwin platform for infrastructure digital twins. Bentley Systems employs more than 4,500 colleagues and generates annual revenues of approximately $1 billion in 186 countries.


Equal Opportunity Employer

Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications.

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