OverviewAre 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. You will contribute beyond core responsibilities while taking ownership of the day-to-day running of a prestigious client''s London office. On site, you will be the constant presence and the heartbeat of the workplace, ensuring the office is welcoming, secure, and running smoothly. The role suits someone who is highly organized, independent, and able to blend hospitality, coordination, and discretion. You may 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 and maintaining fob access systems, keep a tidy reception area, and handle phone calls, emails, mail, and packages in a prompt, professional manner. You will also support daily operations and strengthen connections with our Paris and Geneva offices to maintain a coordinated network.

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, well-stocked, and presentable.

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.

Qualifications and Skills

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 08:00, with occasional flexible finishing times based on client needs

Occasional evening or weekend support required for events (time off in lieu offered)

Flexibility is essential: some events outside standard hours; time off in lieu provided

What we''re looking for: a team player with strong interpersonal and communication skills; a flexible, can-do attitude; the ability to work across functions; and a self-starter who thrives in a supportive but fast-paced environment. If you''re looking for a role where no two days are the same and where your contribution really matters, we''d love to hear from you.

#J-18808-Ljbffr