This role is well-suited to a recent graduate looking to build a foundation in corporate operations. Working directly alongside the Office Manager, the Coordinator takes ownership of the day-to-day running of the London office – from facilities and vendor management to health and safety compliance and team support.
Prior experience in this type of role is not essential. We are looking for someone with excellent verbal and written communication skills, who is organised, takes initiative, and is self-motivated. An ideal candidate will have a professional manner, an eagerness to learn, and the judgment to manage a varied workload effectively. This role offers broad exposure to office operations and a wide range of stakeholders, and will suit someone looking to build their career in a busy, hands‑on environment.
In-Office Requirement: 5-days a week
Primary Responsibilities
Office Operations & Workplace Services – 30%
- Coordinate the day-to-day running of the London office, ensuring workspaces, meeting rooms, and communal areas are consistently well‑maintained, stocked, and operational
- Manage office supplies, stationery, and catering, including ordering and inventory management
- Administer office access for employees, visitors, and contractors, ensuring security procedures are followed at all times
- Provide coverage for reception during periods of absence/sickness etc.
- Support employee onboarding and offboarding processes, including workspace setup and coordination of access, equipment, and related requirements
- Maintain accurate office records, including floor plans and staff seating lists
- Monitor office standards, including cleanliness, recycling, facilities and equipment functionality, and coordinate timely resolution of any issues
- Liaise with building management and external vendors to coordinate maintenance, repairs, and out-of‑hours work
- Support vendor management activities, including relationship management and contract coordination alongside the Office Manager
- Assist with planned maintenance and facilities‑related projects
Team & Project Support – 20%
- Support supervision of Hospitality Assistants, including task coordination and day-to-day guidance
- Provide cover for the Office Manager when required, and assist with team oversight in their absence
- Assist with office moves, space planning, and workplace-related projects
Health & Safety & Compliance – 15%
- Coordinate health & safety activities, including DSE assessments and workplace risk assessments
- Manage specific compliance processes (e.g. expectant mothers, manual handling, hazardous substances)
- Process and review invoices and purchase orders for accuracy
- Support expense management for the team
Requirements
Education & Certificates
- University graduate or equivalent
- Proficiency in Microsoft Office (Outlook, Word, Excel)
Professional Experience
- Desirable prior experience in an office, reception, administrative, customer‑facing, or hospitality environment
- Previous office services experience not essential
We will train the right person in the specifics of the role. The following qualities are what we consider essential from the outset:
- Strong written and verbal communication skills – Ability to draft clear, professional written communications and well‑structured communications independently.
- A high degree of organisation, with the ability to manage multiple priorities and follow through reliably
- A ‘can-do’ attitude and a proactive approach: someone willing to get stuck in, who takes initiative and identifies what needs to be done without being prompted
- Once the individual becomes comfortable with the role, the ability to make sound judgments, and the ability to work independently in a fast‑paced environment
- A professional manner when dealing with colleagues, visitors, and external partners at all levels
- Genuine interest in the role, gaining administrative and office‑services experience, and in building a career in a corporate environment
- Numeracy and comfort with basic financial administration (invoices, POs, expense tracking)
- Comfortable with technology and picking up new systems quickly
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