Office Coordinator in London

My client is a fast growth fintech based in central London. After 8 years of UK trading, they have disrupted the market with their innovative lending solution allowing SME business owners to take control of their finances, business growth and access to flexible funding. They have an ambitious thriving working culture with a team of 70 people striding towards company growth, career progression and continual improvement.

We are looking for a proactive, dedicated and organised office co-ordinator who can support the Head of HR in making the office a brilliant place to be for both visitors and customers whilst supporting with post, reception phone and other ad hoc activities. This is a highly visible, presence-driven role. You'll be the first person people see, the one who keeps everything ticking, and the go-to for anything office-related. The best people in this role are naturally organised, take real pride in their environment, and stay one step ahead without being asked.

Responsibilities:

• Taking full ownership of the physical office, ensuring it's clean, organised and guest-ready at all times. You'll complete structured walk-arounds each day, covering meeting rooms, shared spaces, kitchens, coffee machines, water points, fridges and plants, resolving or escalating anything that needs attention.
• Employee & Visitor Experience: Acting as the primary point of contact for the office, welcoming visitors professionally and warmly, managing all building meeting room bookings, and building a strong working relationship with the building reception and facilities team. You'll also support logistics for internal events, team meetings and client visits, getting involved with planning and overseeing company events, charity initiatives and celebrations.
• Phones & Communications: The office phone line is a key customer-facing channel, and you'll be the first voice our clients and prospects hear. You'll be responsible for answering and managing all inbound calls professionally, routing them efficiently and ensuring messages are taken accurately and followed up on.
• Post: You'll own all outbound legal post end-to-end, preparing, logging and dispatching contracts, legal notices and other formal correspondence with precision and within required timeframes. You'll also manage general inbound post and courier bookings, and support online chat channels as needed.
• Supplies, Stock & Facilities: Managing all office supplies and consumables proactively, monitoring stock levels, placing orders before things run out, maintaining organised storage areas, and following up on any building facilities issues until they're resolved.
• Onboarding & Offboarding Support: Supporting the physical onboarding experience for new starters; preparing desks, arranging access passes and coordinating with IT and HR.
• Admin & Sales Support: Providing ad hoc administrative support to the Sales team, helping with documentation and record keeping when the team needs an extra pair of hands. Supporting the wider team when required with domestic and international travel bookings.

Requirements:

• 2+ years experience in an office coordinator or receptionist role (ideally within a tech, fintech or scale-up business environment).
• Confident and professional on the phone, you understand that every inbound call is an important customer interaction.
• Highly organised with strong attention to detail, particularly around documentation and post.
• A clear, professional communicator in person, on the phone and in writing.
• Comfortable managing multiple tasks simultaneously without things slipping.
• Someone who takes genuine pride in their environment and the experience they create for others.
• Fully comfortable being office-based five days a week, thrives on in-person interaction.