Receptionist / Office Coordinator Full Time

We are looking for a highly professional, polished, and service-oriented Receptionist / Office Coordinator to become the face of our business and play a key role in ensuring the smooth day-to-day running of a busy and professional office environment.

This position is ideal for someone who enjoys working in a client-facing role, thrives in a fast-paced environment, and takes pride in delivering exceptional service standards. The successful candidate will be responsible for managing the reception area, coordinating office operations, supporting internal teams, and ensuring all visitors, meetings, and administrative processes are handled efficiently and professionally.

The role requires excellent communication skills, strong attention to detail, discretion, and the ability to remain calm under pressure while managing multiple priorities.

Experience within financial services, professional services, luxury hospitality, or a corporate office environment would be advantageous.

Fluency in English is essential. Fluency in at least one of the following languages is mandatory: French, Italian or Spanish

Key Responsibilities

Reception & Front-of-House Management

• Act as the first point of contact for all visitors, clients, and external stakeholders, delivering a warm, polished, and professional welcome at all times.

• Manage the reception area to ensure it remains immaculate, organised, and representative of the company’s professional standards.

• Answer, screen, and direct incoming telephone calls efficiently and courteously.

• Handle general reception and front-of-house enquiries with professionalism and discretion.

• Coordinate visitor access, meeting room arrangements, and guest hospitality.

• Build strong relationships with employees, clients, and external contacts while maintaining confidentiality at all times.

Office Coordination & Administration

• Support the smooth day-to-day running of the office and ensure operational efficiency across all administrative functions.

• Act as a central point of contact for office-related requests and coordination.

• Assist senior management and wider teams with administrative support when required.

• Coordinate office supplies, stationery, kitchen supplies, and general workplace requirements.

• Monitor and maintain stock levels, ensuring supplies are replenished proactively.

• Support onboarding logistics for new employees, including desk setup and office coordination.

• Maintain accurate office records, supplier contacts, and administrative documentation.

Meeting Room & Hospitality Management

• Manage meeting room schedules, bookings, and preparation.

• Ensure meeting rooms are consistently presented to a high standard before and after meetings.

• Prepare and serve tea, coffee, and refreshments for clients, guests, senior management, and meetings to a professional standard.

• Operate and maintain coffee machines and kitchen facilities, ensuring cleanliness and presentation at all times.

• Coordinate refreshments, catering, and hospitality requirements for internal meetings, client meetings, and company events.

• Liaise with catering providers and suppliers to ensure timely delivery and quality service.

• Ensure kitchen, breakout, and hospitality areas remain clean, organised, and fully stocked throughout the day.

• Anticipate guest requirements and provide a seamless hospitality experience.

Travel & Logistics Coordination

• Arrange domestic and international business travel including flights, accommodation, taxis, trains, and transport logistics.

• Prepare travel itineraries and ensure all travel arrangements are accurate and well organised.

• Manage last-minute schedule changes calmly and efficiently.

• Support meeting coordination and diary logistics when required.

Post, Couriers & Deliveries

• Manage incoming and outgoing post, deliveries, and courier arrangements.

• Ensure confidential documents and packages are handled securely and appropriately.

• Coordinate with courier services and external providers when necessary.

Supplier & Facilities Coordination

• Liaise with office suppliers, contractors, maintenance providers, and building management.

• Coordinate office maintenance requests and ensure issues are resolved promptly.

• Assist with procurement processes and raising purchase orders in line with company procedures.

• Support cost control initiatives and identify opportunities to improve efficiency where appropriate.

Office Environment & Continuous Improvement

• Take ownership of maintaining a welcoming, organised, and high-performing office environment.

• Proactively identify opportunities to improve office operations, organisation, and guest experience.

• Support workspace improvements and office initiatives that enhance employee and client experience.

• Maintain high standards of professionalism, presentation, and attention to detail across all areas of the office.

Candidate Profile

The ideal candidate will be confident, proactive, highly organised, and naturally service-oriented, with the ability to interact professionally with individuals at all levels.

They will demonstrate strong communication skills, excellent multitasking abilities, and a calm and professional manner in a fast-paced environment.

Skills & Experience Required

• Previous experience in a Receptionist, Front of House, Office Coordinator, Administrative Assistant, or similar role.

• Experience within financial services, corporate, hospitality, or professional services environments is advantageous.

• Excellent verbal and written communication skills.

• Professional appearance and presentation.

• Strong organisational skills with excellent attention to detail.

• Ability to prioritise tasks and manage multiple responsibilities simultaneously.

• Proactive and solutions-focused mindset.

• High level of discretion, confidentiality, and professionalism.

• Strong interpersonal and relationship-building skills.

• Proficient in Microsoft Office Suite including Outlook, Word, and Excel.

Personal Attributes

• Friendly, approachable, and professional.

• Calm under pressure with a positive attitude.

• Reliable, flexible, and adaptable.

• Strong sense of ownership and accountability.

• Team-oriented with a willingness to support colleagues across the business.

• Passionate about delivering an exceptional client and employee experience.

Benefits & Perks

• Competitive salary package

• Private medical insurance

• Supportive and professional working environment

• Opportunity to work within a prestigious financial services firm

• • Career development and growth opportunities