Office Coordinator

Key Responsibilities

• Reception & Front‑of‑House
  • Answer incoming calls professionally, relay messages promptly, and manage all reception enquiries.
  • Welcome clients courteously, issue visitor passes, offer refreshments, and notify the relevant Partner; ensure client priority over other visitors.
  • Maintain a tidy and professional reception and waiting area, ensuring materials (e.g., newspapers) are present and up to date.
  • Manage meeting room bookings in Eptura, ensuring correct setup, equipment, hospitality and AV/IT requirements.
  • Coordinate video conference bookings, ensuring systems are activated and functioning.
  • Receive, dispatch and track courier items; support courier‑related queries and manage inbound/outbound postal processes.
  • Sort and log incoming mail and ensure timely distribution.
• Office Administration
  • Coordinate travel and accommodation bookings with approved travel agents, including visa support.
  • Maintain up‑to‑date records of staff travel information (passport and , exit visas).
  • Support document handling (scanning, printing, photocopying) and prepare document folders, indexing and labelling.
  • Handle original documents in line with records‑management procedures, ensuring accurate tracking and full audit trails.
• Workplace & Facilities Coordination
  • Act as ambassador for Workplace & Facilities Services, supporting delivery of high‑quality client, hospitality, postal, and file management services.
  • Monitor and maintain reception, meeting rooms and communal areas to ensure consistently high standards.
  • Ensure safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures.
  • Manage stock levels of stationery, refreshments and catering and oversee inventory.
  • Support the management of facilities service contracts; act as liaison between service users, contractors and building management.
  • Log and track Helpdesk jobs, proactively following up until resolution and updating end users.
  • Conduct regular and ad‑hoc floor walks in line with H&S policies, addressing housekeeping, signage, temperature and safety concerns; agree and manage follow‑up actions with the MEA WPS Operations Manager.
  • Maintain H&S compliance records, including Fire Marshal/First Aider lists, first aid kits, defibrillators and related safety boards.
  • Schedule and coordinate DSE assessments, Fire Risk Assessments and H&S inspections.
  • Ensure adherence to Clyde & Co H&S policies across all in‑house and contractor activities.
  • Manage facilities‑related records and management information.
  • Manage relationships with contractors, vendors and service providers, ensuring high‑quality service delivery.
  • Respond promptly to facilities‑related issues and emergencies.
  • Support space planning activities, office moves and maintain up‑to‑date office seating/desk lists.
• Communication
  • Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs.

• Strong communication skills, verbal and written, with the ability to build and maintain constructive, professional relationships with clients, colleagues and stakeholders at all levels.
• Exceptional client service mindset, with proven experience supporting high‑level, client‑facing tasks and delivering service to a consistently high standard.
• Advanced knowledge of document management and case management systems, with strong technical proficiency across Microsoft Office Suite and other digital tools.
• Highly organised and methodical, demonstrating excellent attention to detail and accuracy in all outputs, especially client communications and deliverables.
• Strong prioritisation and time‑management skills, with the ability to manage competing deadlines, work effectively under pressure and adapt to changing demands.
• Confident working independently; takes personal ownership for quality, delivery and seeing tasks through to completion.
• Collaborative team player, contributing to shared goals, supporting colleagues, promoting a positive cooperative environment.
• Proactive problem‑solver, able to investigate issues, identify solutions and follow through to…