Seeking a proactive, highly organised, and hands-on Office Coordinator to manage the day-to-day operations, facilities, and overall workplace experience of our clients office.
This role plays a central part in ensuring the office runs efficiently, maintains a professional and welcoming environment, and effectively supports the needs of the wider team. The Office Coordinator will act as the primary point of contact for office facilities, suppliers, equipment and operational processes, taking ownership of maintaining a smooth and well-functioning workplace. This role is seen as the lynch pin in this small and professional organisation
Office Coordinator
5 days per week on site
Friendly, small, professional investment company
£25 to £29K plus company benefits
Key Responsibilities
Facilities & Office Operations
- Maintain the overall presentation, organisation, and functionality of the office, ensuring all communal, front-of-house, and back-of-house areas remain clean, tidy, and professional throughout the day.
- Manage meeting room readiness, including set-up, daily checks, and post-meeting reset.
- Perform daily checks of meeting room I.T and equipment to ensure full operational readiness.
- Manage relationships with office suppliers and service providers, including contract oversight and performance monitoring.
- Oversee service and maintenance schedules for office equipment and infrastructure.
- Track and manage company-issued assets (IT hardware, mobile phones, keys, alarm fobs), including asset tagging and record maintenance.
- Maintain organised digital and physical filing systems, ensuring accuracy and compliance.
Operational & Administrative Support
- Provide general administrative and operational support to the wider team as required.
- Coordinate diaries, meetings, travel arrangements and logistics.
- Support document control and information management processes.
- Assist with invoice approvals and overhead cost administration.
- Ensure timely follow-through on operational tasks and requests.
Hospitality & Office Supplies
- Coordinate catering and refreshments for meetings, maintaining professional presentation standards.
- Manage stock control and ordering of office, kitchen, and facility supplies.
- Maintain and service the office coffee machine, including routine cleaning and upkeep.
- Order and manage consumables including beverages, bottled water, and fruit.
- Run errands for meeting-related requirements as needed.
Cleaning & Maintenance
- Oversee services provided by external cleaning contractors, ensuring standards are consistently met.
- Perform light upkeep duties on non-cleaning days, including kitchen maintenance, waste disposal, and communal area checks.
- Oversee waste management processes and general external area upkeep.
Reception & Office Support
- Greet visitors and manage front-of-house responsibilities.
- Manage incoming deliveries and mail distribution.
- Handle outgoing post and any courier arrangements.
- Issue parking permits and manage stationery supplies.
- Act as the first point of contact for staff regarding office-related queries and troubleshooting.
- Support internal office communications.
Compliance & Safety
- Support health and safety compliance, contributing to the maintenance of a safe, secure and well-functioning working environment.
- Maintain office security procedures, including key allocation and access management.
- Manage routine server backup tape changes.
Skills & Experience Required
- Proven experience in office coordination, workplace, or facilities management.
- Strong organisational skills with the ability to manage multiple priorities.
- Proactive, solutions-focused approach with a high level of ownership and accountability.
- Confident communicator with strong interpersonal skills.
- Experience liaising with suppliers, contractors, and service providers.
- Comfortable troubleshooting basic office and IT equipment issues.
- Ability to work independently and maintain a highly professional office environment.
Application
