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.

Responsibilities

• 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
• 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
• 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

Qualifications

• High school diploma or equivalent required