Office Coordinator

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.

a varied, hands-on role with strong benefits, including 24 days' annual leave plus Christmas closure.

• 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

• 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

• 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

• 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

• 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.

• Sector background:
  Proven reception/hospitality/concierge experience in corporate, financial services, PE, legal or luxury settings — the top-weighted…