# Office Coordinator [Gen II Fund Services](https://www.jorb.ai/firms/gen-ii-fund-services.md) · London · United Kingdom · [Administrative / Others](https://www.jorb.ai/jobs/administrative-others.md) Gen II Fund Services is hiring a Office Coordinator in London. Posted 2026-07-20; applications close 2026-09-18. **Apply**: https://recruiting.ultipro.com/GEN1035GENFU/JobBoard/5731cfb1-dfc5-4fee-9796-9defe1582a54/OpportunityDetail?opportunityId=a31f20a8-c703-4a0c-9aa0-3884b56b0b9d Posted 6d ago. ## Role details ## 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. ## Applying to this role This Office Coordinator role at Gen II Fund Services runs through the firm's own careers portal and expects a CV and cover letter written specifically for the posting, not a portable submission carried across firms. Jorb AI's application agent tailors a CV and cover letter from your background to this posting and tracks the role alongside the rest of your applications. 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