VIP Facility Coordinator & Admin Assistant (Mon–Fri) in Borehamwood

We are looking for a highly organised and professional Facility Coordinator & General Assistant to support the day-to-day operations of our Maintenance Base in Elstree. This role combines front-of-house responsibilities with general office coordination and administrative support. You will play a key role in welcoming visitors, supporting daily operations, and ensuring a professional environment for customers and internal teams.

Key Responsibilities

• Front-of-house & client relations
• Welcome customers and visitors and manage access to the facility
• Handle incoming calls, enquiries, and general correspondence
• Coordinate meeting rooms, catering, and customer visits
• Prepare and organize VIP and customer visits on-site
• Ensure a professional and premium environment at all times
• Administrative Support
• Enter and update administrative data in SAP and internal tracking tools
• Support invoice tracking and related administrative documentation workflows
• Assist with purchase requests and vendor-related coordination
• Maintain and update administrative folders and operational records
• Monitor facility-related services and contracts to ensure compliance
• Ensure external contractors have required documentation prior to arrival
• Assist with ad hoc administrative coordination with internal teams
• Office & facility coordination
• Manage office supplies, consumables, and company merchandise
• Coordinate customer visits, including access, meeting rooms, and catering
• Manage incoming and outgoing correspondence, post, and courier services
• Maintain office organization, including lockers and shared spaces
• Support travel arrangements and related administrative follow-up
• Manage workwear stock for external staff (ordering, tracking, returns)
• Help maintain a professional, organized, and welcoming workplace environment

Required experience & skills

• Previous experience in office coordination, reception, administrative support, or similar roles
• Strong organisational and multitasking skills
• Excellent communication and interpersonal skills
• Professional and confident approach with VIP/high-level stakeholders
• High level of discretion and confidentiality
• Strong attention to detail and presentation
• Good IT skills (Microsoft Office and general office tools)
• Fluent English (written and spoken)
• Right to live and work in the United Kingdom

Nice to have

• Experience in aviation, luxury services, or VIP environment
• Knowledge of SAP or similar ERP systems
• French or Italian language skills

We offer

• Permanent position within a globally recognized group (Leonardo S.p.A.)
• Unique opportunity to work in a VIP helicopter aviation environment
• Stable UK-based operation with long-term growth ambitions
• Monday–Friday working schedule
• Competitive salary package aligned with UK market standards
• An award‑winning pension scheme with up to 15% employer contribution
• A dynamic, professional, and safety‑driven working environment
• Free access to mental health support, financial advice, and employee‑led networks championing inclusion and diversity (Enable, Pride, Equalise, Armed Forces, Carers, Wellbeing and Ethnicity)

At Leonardo we are committed to building an inclusive, accessible, and welcoming workplace. We believe that a diverse workforce sparks creativity, drives innovation, and leads to better outcomes for our people and our customers. If you have any accessibility requirements to support you during the recruitment process, just let us know. Be part of something bigger - apply now!