Office Coordinator
London
£42k – £45k
The Office Coordinator is the face of the firm and first point of contact for clients, investors and visitors, managing the London office day-to-day. The role blends high-end front-of-house hospitality with administration and facilities/H&S responsibility, calling for sharp attention to detail, strong multi-tasking and professionalism under pressure.
What you'll get:
a varied, hands-on role with strong benefits, including 24 days' annual leave plus Christmas closure.
Primary responsibilities (not limited to...)
Front of House
- Owns FoH standards, delivering a 5-star experience for clients, visitors and staff
- Meets and greets all visitors, clients and investors with a professional, warm welcome
- Answers, screens and transfers calls; takes and relays messages accurately
- Manages visitor sign-in, security passes and building access compliance, liaising with building FoH
- Receives, signs for and distributes deliveries, post and couriers (incl. franking machine)
- Maintains a spotless, professional reception and lobby area
Meeting & Client Support
- Coordinates meeting room bookings and resolves scheduling conflicts
- Sets up and resets meeting rooms (seating, AV/VC equipment, iPad bookings, catering/refreshments) before and after use, avoiding clashes
- Serves refreshments, orders breakfast/lunch and liaises with catering suppliers for client meetings and internal events, managing spend within budget
Office Administration
- Provides general admin support to office management, HR or EAs as required
- Manages stationery, kitchen, IT and hospitality supplies — controlling stock, costs and terms
- Oversees office maintenance, liaising with cleaners/contractors and building management on troubleshooting
- Key contact for London desk moves and refurbishments; assists Support/Operations with ad hoc projects — events, expenses, marketing tasks and project coordination
Role responsibilities
Facilities & Health and Safety (in priority order)
- Fire safety compliance – keeps records and evacuation procedures up to date; acts as or liaises with the Fire Marshal/Warden; supports fire drills and logs outcomes
- Monthly H&S building checks – logs routine walkarounds (fire exits clear, extinguishers in date, emergency lighting working, trip hazards, building condition); escalates defects to building management/landlord
- First aid provision – maintains the first-aider list; ensures kits are stocked, in date and accessible; coordinates training renewals
- Incident and accident reporting – logs workplace incidents in the accident book and escalates per policy
- Contractor and maintenance coordination – supervises visiting contractors, ensuring sign-in and safe working practices
- Building access and security – manages access control, visitor badges and out-of-hours access logs
- DSE and workstation assessments – supports HR/office manager in scheduling and tracking these
- COSHH and risk assessment support – helps keep office risk assessments current (cleaning chemicals, kitchen equipment, etc.)
- Emergency contact list – maintains up-to-date emergency, landlord/building management and key-holder contacts
- Co-ordinates these H&S/Fire Safety/office-supply functions with other EU offices for global consistency and compliance
Supervisory
- Provides guidance, cover planning and informal training to temporary FOH staff or cover team
- Acts as the day-to-day escalation point for FoH/facilities issues before involving the Office Manager
- Champions the firm's value of excellence by driving quality and efficiency in operations, taking on ad hoc additional responsibilities as required.
Key competencies
- Sector background: Proven reception/hospitality/concierge experience in corporate, financial services, PE, legal or luxury settings — the top-weighted requirement across listings reviewed.
- Presence & composure: Confident, articulate, well-presented and commercially aware; comfortable representing the firm to senior investors, C-suite visitors and high-profile guests, and liaising with executives under pressure.
- Multi-tasking: Manages a busy, varied workload (calls, visitors, deliveries, meeting rooms) without compromising standards or budgets.
- Proactivity & judgement: Anticipates needs before being asked; exercises discretion given exposure to sensitive deal information, VIP visitors and confidential correspondence.
- Systems: Switchboard/multi-line phones, Microsoft Office (Outlook, Word, Excel, Slack), visitor management and meeting-room booking systems.
- Facilities exposure: Increasingly core (not peripheral), especially for “Receptionist & Facilities Coordinator” titles — includes fire safety, first aid coordination and building compliance.
- Supervisory: Oversees temp/PA cover, trains new starters, and acts as escalation point for FoH issues.
- Flexibility: Willing to cover extended hours occasionally, support out-of-hours events, or assist with facilities/admin tasks outside core remit.
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