Receptionist & Office Coordinator

2 weeks ago

London, Greater London, United Kingdom Aimee Willow Connex Full time

The Role

We are looking for someone with strong client focus, who has excellent organisational skills and has a personable disposition to keep us thriving.

This role will provide strong, reliable and efficient support for our front desk and office operations in London.

The ideal candidate will be able to thrive in a fast-paced environment and is adaptable in dealing with the dayto-day tasks. This person will contribute to us achieving organisational productivity by nurturing a positive, inclusive work environment.

The Responsibilities

  • Deal with all general office facilities matters and office queries, working closely with COO and broader
  • team.
  • Ensure office is running effectively on a day-to-day basis.
  • Manage the switchboard, all incoming calls (including forwarded calls), handle general enquiries.
  • Receive and greet clients and guests, serve drinks.
  • Manage meeting rooms and make room bookings, make sure the rooms are clean between the meetings.
  • Distribute incoming mail, managing outgoing mail, dealing with deliveries, liaising with couriers and capturing these on the database.
  • Oversee all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested. Plan and coordinate office moves.
  • Point of contact for all suppliers and external providers of services, the landlord team, building manager and building reception staff, managing security building passes to access building.
  • Manage office operations budget, including processing invoices and liaising with Finance team.
  • Implement and maintain Health & Safety policies and procedures such as PAT testing, fire marshal and first aid training and processes.
  • Be solely responsible for maintaining all carbon file records in efficient order. Ensure all information is stored securely, in compliance with personal data protection regulations and available to relevant members of staff when required.
  • Manage office supplies:

1. Ordering and coordinating the delivery of office supplies in a timely fashion, anticipating and making sure there are no shortages, including letter headed paper, compliment slips, business

cards, corporate brochures.

2. Order branded GB items such as water bottles, backpacks etc. and preparing 'welcome swag

pack' for new joiners.

3. Receiving deliveries and office orders, including weekly food delivery.

4. Requisitioning of all office consumables, i.e., general office stationery, toners for

printers/photocopiers, coffee and water supplies etc.

  • Mail and ship packages; and update contacts database and employee lists.
  • Manage and coordinate meeting room bookings, ensuring that the rooms are kept tidy, and facilities are in working order.
  • Arrange transport and accommodation when required for colleagues traveling from other offices and negotiate travel rates and suppliers.
  • Take ownership of the office birthday log and arranging cakes for monthly birthday celebration.
  • Arrange and coordinate lunch/breakfast for internal and external events when required.
  • Support HR team with arranging meeting rooms for various events, onboarding and offboarding processes.
  • Supporting the EMEA Chief of Staff, with his duties when it comes to all matters regarding IT and Comms.
  • Order and maintain list for IT equipment such as keyboards, screens etc.
  • Assist the Marketing & HR teams
  • Liaise and communicate with US & other regional office managers for knowledge sharing and coordination.
  • Provide general support to visitors - internal and external

The Requirement

  • 2-4 years of relevant experience within a fast-paced financial or professional services organisation in an Office Manager role.
  • Experience of performing successfully and staying calm under pressure and in a fast-paced environment.
  • Confident English speaker (other language skills in German or Spanish would be a advantageous)

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