Office Coordinator

Robert Half is partnering with a financial services firm based in London looking for their next Office Coordinator to join the team.

***PLEASE NOTE: 5 days in office

We are seeking an organised, proactive, and detail-oriented Office Coordinator to join a dynamic team. This role will be the central point of contact for all office operations, ensuring that the workplace runs efficiently and effectively. You will play a key role in supporting daily administrative functions, coordinating office activities, and assisting in facilities management. This role is ideal for someone who enjoys a varied workload and thrives in a fast-paced office environment.

Key Responsibilities:

• Oversee the smooth operation of the office. Coordinate maintenance, cleaning, and other office services as needed.
• Provide general administrative support to all departments, including managing calendars, organising meetings, and preparing documents. Handle phone calls, emails, and mail correspondence.
• Greet visitors, answer calls, and direct inquiries to the appropriate team members. Ensure the reception area is tidy and presentable at all times.
• Monitor and order office supplies, ensuring that stock levels are maintained. Liaise with suppliers and vendors to ensure cost-effective procurement and timely deliveries.
• Assist in organising company events, meetings, conferences, and team-building activities. This includes arranging catering, logistics, and travel accommodations for staff and clients.
• Support the implementation of office health and safety procedures, ensuring compliance with regulations. Maintain first aid kits, fire safety equipment, and emergency protocols.
• Act as the point of contact for external service providers such as cleaning staff, catering services, and office equipment suppliers. Ensure that contracts are managed and service standards are maintained.
• Coordinate the setup of workstations for new employees, ensuring that their needs are met and that office space is properly arranged. Assist with office relocations or reconfigurations as required.
• Organise travel and accommodation for staff when necessary, ensuring cost-effective arrangements and timely bookings.
• Provide ad-hoc support to employees and management, assisting with various tasks and ensuring that office systems run smoothly.

Requirements:

• A minimum of a high school diploma (GCSEs or equivalent). A degree or relevant qualifications in business administration or office management is a plus.
• Proven experience as an office coordinator or administrator, ideally in a professional services or non-financial services environment.
• Experience managing office supplies, organising events, and handling administrative duties is desirable.

• Skills :
• Strong organisational and multitasking skills, with the ability to prioritise and manage competing tasks.
• Excellent communication skills, both verbal and written, with the ability to interact with staff at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage office budgets and work with suppliers.
• Detail-oriented with a high degree of accuracy in administrative tasks.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Benefits:

• Competitive salary + Comprehensive benefits package (healthcare, pension, etc.).