Office Coordinator

About the role

The Office Coordinator will act as the first point of contact for visitors and callers, ensuring a professional and welcoming environment. This role supports the smooth operation of workplace services, facilities, and administrative processes across the office.

Key responsibilities

• Answer incoming calls, relay messages, and manage reception enquiries.
• Welcome clients, issue visitor passes, provide refreshments and notify relevant partners.
• Maintain a tidy reception and waiting area, including up‑to‑date reading material.
• Book and prepare meeting rooms via Eptura, handling AV/IT setup and hospitality.
• Coordinate video conference bookings and ensure equipment functionality.
• Receive, dispatch and track courier items and manage postal processes.
• Handle travel and accommodation bookings, including visa support and staff travel records.
• Process document handling tasks such as scanning, printing, photocopying, indexing and labelling.
• Monitor reception, meeting rooms and communal areas to uphold high standards.
• Issue access passes, support first‑aid procedures and incident reporting.
• Manage stock levels of stationery, refreshments and catering.
• Log and follow up Helpdesk tickets until resolution.
• Conduct regular floor walks to address health & safety, housekeeping and signage issues.
• Maintain records for fire risk, DSE assessments and other H&S inspections.
• Support space planning, office moves and keep seating lists up to date.

Required profile

• Strong organisational and communication skills.
• Ability to multitask and prioritize client needs.
• Proactive attitude with a focus on service quality.
• Experience in handling confidential documents and records.

Required skills

• Eptura meeting‑room booking system
• AV/IT equipment setup and troubleshooting
• Helpdesk ticketing and issue tracking

What we offer

• Dynamic office environment with diverse responsibilities.
• Opportunities to develop facilities and administrative expertise.