Job Description - Receptionist & Office Coordinator
Reports To - HR Director, EMEA
Location - Tottenham court road (full time in the office)
Employment Status - Full Time
Salary - 38-45k
Hours - 9.00am - 5.00pm
Job Summary
Smooth processes and systems are key to organisational success. We are looking for someone with a strong client focus, excellent organisational skills and a personable disposition to support front-of-house and office operations.
This role provides reliable and efficient support across reception and office coordination, with elements of administrative duties that also support the HR function within the London office. The successful candidate will thrive in a fast-paced environment, adapt easily to changing priorities, and contribute to a positive, inclusive workplace culture.
Key Responsibilities
Office Coordinator / Reception Duties
Deal with general office facilities matters and office queries, working closely with the HR team and liaising with other departments
Ensure the office runs effectively on a day-to-day basis
Manage the switchboard and handle all incoming calls, including forwarded calls and general enquiries
Welcome clients and guests, providing refreshments as required
Manage meeting rooms, ensuring rooms are refreshed between meetings
Take ownership of and manage the hot-desking system
Coordinate incoming and outgoing mail, receive deliveries, liaise with couriers and accurately record information on internal systems
Oversee space and infrastructure planning, including workstation moves, additions and changes, providing timely solutions and support
Act as the first point of contact for suppliers and external service providers, including landlord and building management teams
Manage building access and security passes for staff and visitors
Manage the office operations budget, including invoice processing and liaising with the Finance team
Implement and maintain Health & Safety policies and procedures, including PAT testing, fire marshal and first aid training
Take full responsibility for maintaining file archives, ensuring information is stored securely and in line with data protection requirements
Order and coordinate delivery of office supplies, proactively managing stock levels
Order branded company items and prepare welcome packs for new starters
Receive and manage office deliveries, including regular food and supply orders
Requisition all office consumables (stationery, printer toners, coffee, water supplies, etc.)
Manage agreements with hotels and service providers
Mail and ship packages; update internal contact databases and employee lists
Manage and coordinate meeting room bookings, ensuring rooms are tidy and facilities are in working order
Arrange transport and accommodation for colleagues travelling from other offices
Organise catering for internal and external meetings and events when required
Provide general support to internal and external visitorsHR Duties
Support the HR team with onboarding and offboarding processes
Order and maintain inventory of IT equipment such as keyboards, monitors and other peripherals
Assist HR and Marketing teams with organising staff events throughout the year
Liaise with regional and international office managers to support knowledge sharing and coordination
Coordinate and schedule interviews, interview debriefs, and feedback to agencies and candidates
Support company-wide wellbeing initiatives, engagement activities and diversity & inclusion programmesKnowledge, Skills & Abilities
Advanced user of Microsoft Office (Word, Excel, PowerPoint) and Apple applications
Exceptional attention to detail with strong organisational skills
Strong client focus with a commitment to delivering excellent service
Ability to thrive in a fast-paced, entrepreneurial environment while managing multiple priorities
Proactive mindset with the confidence to take initiative and suggest improvements
Flexible communication style, adapting to different individuals and situations
Strong relationship-building skills across all levels of the business and with external suppliers
Excellent interpersonal, time-management and problem-solving skills
Quick learner who enjoys new challenges
Calm, logical approach to resolving issues
Ability to work independently and complete tasks without close supervisionEducation & Experience
Relevant experience in a fast-paced financial or professional services environment in a front-of-house role
Proven ability to perform effectively under pressure
Confident English speaker (additional language skills such as German or Spanish would be an advantage)Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
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