Are you someone who thrives in a dynamic, international environment and enjoys going beyond the expected? We're looking for a proactive and collaborative Office Coordinator to join our team.

We are looking for a forward-thinking professional who contributes beyond their core responsibilities, whilst enthusiastically taking ownership of the day-to-day running of a prestigious client's London office. Acting as the constant on site and the heartbeat of the workplace, you'll ensure the office is welcoming, secure, and always running smoothly.

This role is ideal for someone who thrives working independently, is highly organised, and has a natural flair 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 ensuring the maintenance of fob access systems. You will be expected to keep a tidy and efficient reception area, providing a professional and courteous service throughout. You will also be required to handle any phone calls and emails in a prompt, professional manner as well as sorting and distributing incoming mail and packages.  

In this role, you won't just be the first point of contact at the site, you'll play a key role in supporting daily operations and strengthening connections with our other offices, particularly in Paris and Geneva. Our locations are closely interconnected and collaborate on a wide range of topics every day, so we need someone who is eager to build strong working relationships and contribute to a well-coordinated network. Someone who is willing to go the extra mile and become truly indispensable to the site.  

Key Responsibilities

Visitor Management & 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 & 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 & 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 & 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 & 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 & 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 & Safety

• Ensure risk management procedures and health & 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 & 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 - on occasion a flexible finishing time based on client needs.
• Occasional evening or weekend support required for events (with 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.
• Someone with 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.

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.