Office Coordinator - London in City of Westminster

Responsibilities

• Front of house management, including answering and filtering calls, responding to email queries, greeting guests, and preparing meeting rooms.
• Managing office operations including office access, desk bookings and collaborating with staff to ensure the office is presentable.
• Managing all office facilities and negotiating contracts with relevant suppliers (e.g., phone contracts, cleaners).
• Working with IT to manage equipment logistics for new joiners and leavers while maintaining asset records.
• Liaising with premises managers/landlords on facilities issues.
• Being a key contact point for Disaster Recovery and Emergency Procedures.
• Acting as First Aid Officer for London (training provided if needed).
• Maintaining compliance with Health and Safety standards and certification including PAT tests, fire safety, and CSR certification.
• Ordering and maintaining stock of office stationery.
• Taking stock, ordering, and tidying away kitchen refreshments regularly (tea, coffee, milk, biscuits, etc.).
• Keeping the team kitchen stocked, tidy and welcoming as a practical/social space.
• Coordinating office maintenance contractors.
• Collecting, opening, sorting, distributing post and arranging couriers (UK & international).
• Helping to manage logistics and agenda for company events such as the annual company conference, summer and Christmas parties (including organising venue/accommodation/travel for staff from global offices).
• Helping to organise social events.
• Playing a key role in coordinating office moves from start to finish.
• As applicable, managing contractor and supplier quotes, fittings, and deadlines.

Requirements

• An experienced Office Coordinator with a minimum of 2 years' experience in an office environment.
• The ability to work with discretion and confidentiality, committed to upholding professional standards while being flexible, self-motivated, and well-organised.
• A positive and can-do outlook; you’ll often be the first face our team and visitors see each day.
• Confident communication and people skills that contribute positively to a good working environment while establishing respect and credibility with co-workers.
• The ability to take ownership of the role and ensure smooth running of the organisation within your remit.
• A proactive, process-driven individual with a proven track record of dedication, hard work, and a can-do attitude.
• Flexibility to handle a fast-paced office while remaining proactive during steadier periods.
• The ability to proactively improve office processes and seek pragmatic solutions where necessary.
• Strong IT skills, including MS Word, Excel, and SharePoint.
• Excellent attention to detail with a high standard of written and spoken English.
• Ability to take responsibility for own actions and support the senior leadership team and their agenda.
• Prior experience or familiarity with HR assistant responsibilities is advantageous.

About Fundamental Media

Fundamental Media are a leading independent media, marketing, and tech agency. We are proudly independent with no external shareholders, and since inception in 2003 have grown to over 180 people with offices in Boston, London, Hong Kong, Milan and Sydney, with more expansion to come. We are a diverse and inclusive group and value a culture that nurtures growth in London.

Benefits

• Competitive salary.
• Career growth opportunities: recognition, rewards, and training and support for advancement.
• A dynamic and innovative work environment within a contemporary, team-focused company.
• Excellent benefits including pension contribution, private healthcare, life cover, cycle scheme, season ticket loans, 25 days' annual leave pro rata, 2 days paid leave for charity work, study loans, and free snacks in the office.