Overview

Are you someone who thrives in a dynamic, international environment and enjoys going beyond the expected? We are looking for a proactive and collaborative Office Coordinator to join our team in London. You will contribute beyond core responsibilities and take ownership of the day-to-day running of a prestigious client''s London office. You will be the constant on site and the heartbeat of the workplace, ensuring the office is welcoming, secure, and always running smoothly.This role suits someone who thrives working independently, is highly organised, and has a natural aptitude for hospitality, coordination, and discretion. You will often be the first point of contact for visitors and stakeholders, including senior leadership and VIP guests, so professionalism and initiative are essential.You will help facilitate the flow of personnel by managing access points throughout the building and maintaining fob access systems. You will keep a tidy, efficient reception area and provide professional and courteous service. You will handle calls and emails promptly and sort and distribute incoming mail and packages.You will also support daily operations and strengthen connections with our other offices, particularly in Paris and Geneva. Our locations are closely interconnected and collaborate daily, so you should be eager to build strong working relationships and contribute to a well-coordinated network.Key Responsibilities

Visitor Management and Guest Experience: Welcome and assist visitors, including VIP guests; apply security protocols, issue visitor badges, and ensure building access policies are followed; maintain a clean, professional, and welcoming reception area.Meeting Rooms and Event Support: Manage meeting room reservations and set-ups, including AV and catering; oversee visitor office spaces (closed rooms and hot desks); coordinate catering arrangements, source suppliers, place orders, and manage set-up.Office Management and Supplies: Order and manage inventory for stationery, kitchen, and hospitality supplies; keep communal spaces tidy and well-stocked; maintain and update office SOPs and directories weekly.Mail and Communication: Manage incoming and outgoing post and deliveries; oversee the shared London inbox and respond/escalate queries as appropriate; coordinate with building reception and service providers for seamless visitor experiences; liaise with Paris and Geneva offices to ensure consistent and aligned operations.Community and Culture Support: Assist with local bookings (taxis, restaurants, dry cleaning, etc.) and ad hoc staff requests; help organise small office events or engagement activities to support a positive workplace culture.Presidential and Executive Support: Respond promptly to requests from the President and/or Director of the President''s Office; support executive needs with catering, transport, and occasional light admin (e.g., document printing, room booking).Health and Safety: Ensure risk management procedures and health and safety certifications are up to date and displayed; serve as a trained fire warden (training provided); support compliance with office wellbeing, safety, and hygiene standards.Key Skills and Experience

Minimum 2 years'' experience in office coordination, guest services, hospitality, or facilities management.Confident working independently and being the consistent presence on site.Strong proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel).Experience using visitor and meeting room management systems.Exceptional organisational skills and attention to detail.Professional and discreet, with comfort interacting with senior stakeholders and VIP guests.Service-oriented mindset with excellent communication and interpersonal skills.Ability to manage multiple priorities and stay calm under pressure.Enthusiastic, creative, and passionate about delivering a great workplace experience.Working Conditions

Site-based, 5 days a week; 35 hours per week, starting at 08:00am with flexible finishing times based on client needs; occasional evening or weekend support required for events (time off in lieu offered).Please note: Flexibility is essential in this role. From time to time, you will be required to support events outside of standard working hours. In return, time off in lieu will be offered to ensure a fair work-life balance.What we''re looking for

A team player with strong interpersonal and communication skills.A flexible, can-do attitude who takes ownership of their work.An individual comfortable working across functions and supporting wherever needed.A self-starter who enjoys variety and thrives in a supportive but fast-paced environment.

#J-18808-Ljbffr