Front of House and Facilities Coordinator in London

Mewburn Ellis is the forward-looking IP firm. We work with organisations building the brands and technologies that will define tomorrow. We help them use their intellectual property to navigate that journey, to imagine, plan, nurture, protect and deliver their innovations to market. We strive for quality in everything we do, this includes fostering high-quality careers for our people. We want all colleagues to have long-lasting careers, that will stretch, challenge and reward them. We have a culture that is open, inclusive and centred on learning and our goal is to help every individual reach their potential. There has never been a more exciting time to join Mewburn Ellis. We are an ambitious, growing firm that puts our people at the heart of everything we do. We are proud to be recognised as a Great Place to Work™, reflecting the culture we have built together and continue to strengthen. We are equally proud of our commitment to sustainability. Mewburn Ellis was the first intellectual property firm in the world to be awarded the prestigious EcoVadis Platinum Medal, the highest rating for sustainable business practices. We continue to retain this accreditation, reflecting our ongoing commitment to operating responsibly and creating a positive impact for our people, clients and communities.

The role involves recruiting for an experienced office coordinator who has worked in a front of house role incorporating facilities, office administration and reception duties. This is a varied role and will cover a range of duties including:

• Facilities coordination, working with external contractors, ensuring the office complies with all Health and Safety regulations.
• Meeting and greeting visitors.
• Meeting room organisation and travel bookings.
• A range of general office and administrative duties and event support.

In this role, we require a confident and flexible individual who can work quickly under tight deadlines with an ability to multitask daily. Responsibilities will include:

• Providing a professional and friendly welcome to all visitors to the office.
• Responsible for the reception area, conference rooms, kitchen and general office area ensuring all are kept tidy and in good order and compliant with all Health and Safety requirements.
• Organisation and set up of meeting rooms and assisting with events as required.
• Facilities management, liaising with landlords to ensure good housekeeping/maintenance of the premises and reporting any building-related problems/issues.
• Booking H&S training for First Aid/Fire Wardens and ensuring training remains up to date.
• Working closely with the Marketing & Business Development team to support on-site events.
• Making logistical arrangements, including room furniture set up and liaising with external suppliers for catering and entertainment.
• Setting up rooms on the day, running registration and overseeing contractors/suppliers.

This is a full-time role and will be fully office-based Monday to Friday. Working hours are 35 hours per week working a 3-week rotating pattern between the hours of 8am and 6pm with a requirement for some late evenings up to 9pm to facilitate events (time in lieu will be given for any additional hours worked).

What’s in it for you? We have an excellent benefit package which includes:

• Competitive salary
• 30 days leave (exc. Bank Holidays)
• Generous Pension Scheme
• Enhanced family leave
• Paid day off for charitable endeavours
• Healthcare Cash Plan Scheme
• Discount Voucher Scheme
• Workplace ISA
• Care concierge

Our successful growth story is down to our people. We take the wellbeing of our people seriously offering a suite of initiatives to de-stress, engage and enthuse. We care about wider society too and the communities in which we operate.

About you: You will be organised and professional and will be comfortable working with pace, always maintaining accuracy. You will understand the impact of providing first-class support to the business and be keen to demonstrate this. Flexible and adaptable, you’ll switch between competing priorities and demands with ease, always keeping a cool head and a focused approach. You will have experience of working in an office environment with a strong customer service focus. Previous front of house, reception, office administration and events experience is preferred. Ideally, you will have been in a role that included facilities along with Health and Safety duties. You will have a strong understanding of excellent customer service and the ability to meet high standards of accuracy and attention to detail. Candidates must have good IT skills with a sound knowledge of MS Office. We use a range of in-house IT systems for desk booking, travel booking and expenses so the ability to learn and utilise new systems and processes is important. You will be positive and confident in your approach and able to make an excellent first impression as a key point of contact for employees, clients and other visitors to the London office.

Your career is important to us, and we will invest in you to allow you to develop and grow. If you are excited by the prospect of this role and where a career with Mewburn Ellis could take you, we’d love to hear from you. We’re committed to equal opportunities and welcome a broad diversity of talent to apply.