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. What you'll get: a varied, hands-on role with strong benefits, including 24 days' annual leave plus Christmas closure. Primary responsibilities (not limited to...) Front of House 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 Meeting & Client Support 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 Office Administration 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 Role responsibilities Facilities & Health and Safety (in priority order) 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 Supervisory 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. Key competencies Sector background: Proven reception/hospitality/concierge experience in corporate, financial services, PE, legal or luxury settings — the top-weighted requirement across listings reviewed. Presence & composure: Confident, articulate, well-presented and commercially aware; comfortable representing the firm to senior investors, C-suite visitors and high-profile guests, and liaising with executives under pressure. Multi-tasking: Manages a busy, varied workload (calls, visitors, deliveries, meeting rooms) without compromising standards or budgets. Proactivity & judgement: Anticipates needs before being asked; exercises discretion given exposure to sensitive deal information, VIP visitors and confidential correspondence. Systems: Switchboard/multi-line phones, Microsoft Office (Outlook, Word, Excel, Slack), visitor management and meeting-room booking systems. Facilities exposure: Increasingly core (not peripheral), especially for “Receptionist & Facilities Coordinator” titles — includes fire safety, first aid coordination and building compliance. Supervisory: Oversees temp/PA cover, trains new starters, and acts as escalation point for FoH issues. Flexibility: Willing to cover extended hours occasionally, support out-of-hours events, or assist with facilities/admin tasks outside core remit.