Receptionist & Office Coordinator

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 visitors

HR 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 programmes

Knowledge, 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 supervision

Education & 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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