Office Coordinator

The Coordinator will support the day-to-day operations of the London office by delivering effective workplace and office services. Working closely with the Office Manager, the role is responsible for coordinating vendors, supporting health & safety compliance activities, managing office supplies and procurement, and assisting with facilities and maintenance requirements.

The Coordinator will also support the supervision of hospitality, contribute to budgeting and expense management processes, and assist with office projects, space planning, and ongoing operational improvements.

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

• High school diploma or equivalent required

Professional Experience

• 2+ years of experience in office administration, workplace services, or facilities coordination
• Experience supporting office operations in a corporate environment
• Experience managing vendors and service providers
• Experience with invoicing, or expense tracking preferred
• Strong organisational skills with the ability to manage multiple priorities
• Excellent attention to detail and follow-through
• Strong interpersonal and communication skills (written and verbal)
• Proactive, solutions-oriented mindset with a “can-do” attitude
• Ability to work independently and collaboratively in a team environment
• Professional demeanor with a strong customer service orientation and a flexible, hands-on approach to work, with the ability to adapt to changing priorities and operational needs
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Ability to handle physical tasks (e.g., moving light equipment or supplies when required)

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