Reception Admin Coordinator

ABOUT VIVIENNE WESTWOOD

Vivienne Westwood is one of the most iconic British fashion brands, renowned for its heritage, innovative design, and commitment to culture and activism. We care deeply about our people and the environment, and our core values — Gaia, Quality not Quantity, Activism, Culture & Heritage — guide us daily. If you share our passion for creativity, sustainability, and innovation, we’d love to hear from you.

ABOUT THE ROLE

We are excited to offer an opportunity for a Reception Admin Coordinator role to join our Office Management team on a full‑time basis for 12 months. This role will be based in our Battersea office.

KEY RESPONSIBILITIES

• Welcoming and assisting clients, visitors and stakeholders as the first point of contact, ensuring a warm and positive first impression.
• Meeting coordination: schedule and manage meetings, including room bookings, calendar invites and logistics.
• Courier and transport arrangements: organise couriers, taxis and other transport services in line with company procedures, ensuring timely and cost‑effective solutions.
• Reception area management: maintain a clean, organised and presentable reception area.
• Telephone management: answer, screen and forward incoming calls with professionalism and discretion.
• Mail handling: sort, distribute and manage incoming and outgoing post and deliveries efficiently and securely.
• Procurement and supplies: process orders for office supplies, refreshments and other essentials, ensuring stock levels are maintained and supplier relationships are managed effectively.
• Reception rota & training: manage reception handover for temporary staff.
• External visitor liaison: act as the primary contact for external service providers such as contractors, maintenance personnel and building management, ensuring compliance with site protocols.
• Health & safety compliance: support the completion of health and safety checks, visitor sign‑in records, fire drill coordination and first aid supply monitoring.
• Ad hoc administrative support: assist with a variety of administrative tasks and special projects as required.
• Employee support & office communication: serve as the primary point of contact for employee queries related to day‑to‑day operational matters and ensure timely and effective communication with internal stakeholders.
• Facilities & contractor coordination: liaise with maintenance companies and external contractors regarding any work required at company locations.
• Corporate card administration: manage corporate card processes, including recording and reconciling monthly credit card statements, and ensure timely submission to the Finance team in alignment with reporting deadlines.
• Travel & logistics support: assist the Office Manager in organising business travel for employees and guests, including flights, transfers and hotel bookings, embedding sustainability considerations into all travel arrangements.
• Travel records & audit preparation: maintain accurate records of all travel activities, conduct monthly reviews and support the preparation of documentation for annual audits.
• Expense & finance coordination: keep the travel and expense database up to date, collaborate with the Finance department to invoice personal travel costs and support the processing of employee expenses.
• General administrative support: provide ad hoc support to management and the Office Manager as required, contributing to the smooth running of office operations and business activities.
• Any other ad hoc tasks required.

Note: This is not an exhaustive list of duties and you may be required to perform additional duties to fulfil the requirements of the role.

PROFILE & KEY SKILLS

• 2+ years’ experience in a similar role.
• Excellent communication and stakeholder management.
• Strong organisational and time management abilities.
• High attention to detail and accuracy.
• Proactive problem‑solving and initiative.
• Proficiency in Microsoft Office and expense/travel systems.
• Ability to work collaboratively across teams.

BENEFITS

• Staff discounts.
• Health & wellbeing support (including Private Medical Health Insurance, EAP, gym discounts, access to financial planning service, etc.).
• Perkbox discounts and Wellness Hub.
• Cycle to work scheme.
• Generous annual leave allowance.
• Pension scheme.
• Training and hands‑on experience.
• Opportunities to build new skills and gain valuable industry knowledge.

Applications are reviewed on an ongoing basis, so we recommend applying early to avoid missing out. Vivienne Westwood is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws.