Office Coordinator

Key responsibilities – Workplace Services 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.

• Coordinate travel and accommodation bookings with approved travel agents, including visa support.

• Maintain up-to-date records of staff travel information (e.g., 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.

• Act as an 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 the safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures.

• Manage stock levels (stationery, refreshments, catering) and oversee inventory.

• Support the management of facilities service contracts, acting as a 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 and maintain 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.

• Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs.

• Strong communication skills, both 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, taking personal ownership for quality, delivery, and
  seeing tasks through to completion.

• Collaborative team player, contributing to shared goals, supporting colleagues when
  needed, and promoting a positive, cooperative working environment.

• Proactive…