Office Coordinator

Role Overview

To support the London office team by overseeing general office administration and day-to-day operations. The London office includes approximately 60 employees. This is a hybrid role with Office Administration, Reception, and Facilities duties. The role ensures the office runs smoothly, equipment is maintained, relevant records are up to date, and administrative processes work effectively.

What You’ll Be Doing

The role may include the following tasks (the list is not exhaustive and may be amended from time to time).

General Administration

• Assist all areas of the business with ad hoc administration tasks.
• Manage onsite filing and offsite archiving.
• Develop and implement new administrative systems, such as record management.
• Answer the main line telephone and assist callers, ensuring calls are forwarded to the most appropriate team member.
• Coordinate logistics for internal and external meetings, including conference room reservations, greeting guests, meal ordering, and room setup and breakdown.
• Communicate effectively and collaboratively with internal staff, leadership, and external clients in a professional manner.

Office Management

• Liaise with the HR team to ensure the new starter induction process runs smoothly.
• Liaise with the building reception and management team.
• Report and follow up issues and arrange necessary maintenance work.
• Manage office space and desk allocation, including responsibility for office furniture and equipment.
• Order office supplies, including stationery and kitchen supplies.
• Maintain and/or develop supplier relationships to source the best rates and service for requirements.
• Record office expenditure and manage the budget.
• Liaise with HR regarding training and seminar bookings.
• Coordinate office events, both in and outside the office, including the annual holiday and summer party, working with the Social Committee as needed.
• Process invoices in the company ERP system.

Health and Safety

• Act as the Health and Safety Officer.
• Ensure all necessary staff receive appropriate training for health and safety and fire safety.
• Ensure first aid supplies are not kept beyond expiry and are replenished.
• Arrange regular testing for electrical equipment and safety devices.

Mail & Messenger Duties

• Oversee the daily processing of all post, including opening, stamping, scanning, electronic and/or hard copy filing, and on- and offsite storage.
• Deliver internal and external messages, including incoming post and internal mail, to all desks.
• Prepare registered deliveries and courier packages for collection.

Qualifications

• Sound academic background.
• GCSEs in English Language and Mathematics (or equivalent) at grade B or above.
• A Levels.
• Strong communication skills, professional presence, excellent organizational skills, and experience dealing with confidential information.
• Ability to multitask with a thorough, process-oriented, and detail-focused approach.
• Independent judgment, prioritization, and critical thinking abilities in a fast-paced and evolving environment.
• Personal qualities: dependable, flexible, patient, resourceful, and efficient.

Experience

• Previous office-based clerical, secretarial, or commercial work.

Knowledge

• Detailed working knowledge of Microsoft Office 2010, including Word, PowerPoint, and Excel.

Location

This role is based in the company’s London office in Mayfair and requires in-office attendance 5 days per week. The role reports to the Southampton Office Manager.