Office Support & Coordinator

Office & Business Support Coordinator
Location: London
Reporting To: HR Manager
Department: Operations / Administration

Role Purpose
The Office & Business Support Coordinator is responsible for ensuring the smooth day-to-day running of the London office, while providing general administrative and business support across the organisation. The role also provides light administrative support to the HR function, particularly in relation to onboarding, induction arrangements and routine employee administration.

The successful candidate will oversee office administration, facilities coordination, supplier management, employee onboarding logistics, and general business support activities, whilst also assisting with some HR administration and employee lifecycle processes.

Key Responsibilities
Office Management & Facilities

Act as the primary point of contact for all office-related matters.
Ensure the office is maintained to a professional standard at all times.
Manage relationships with building management, contractors and external suppliers.
Coordinate office maintenance, repairs and facilities requests.
Order and manage office supplies, stationery and refreshments.
Monitor office budgets and expenditure.
Manage meeting room bookings and office logistics.
Coordinate courier services, post and deliveries.
Assist with office health and safety administration.
Support company events, meetings and staff functions.

Front of House & Business Support

Welcome visitors and clients to the office.
Manage incoming calls and general enquiries.
Coordinate travel, accommodation and meeting arrangements where required.
Assist senior management with administrative tasks.
Support document management, filing and record keeping.
Coordinate company-wide communications and announcements.

HR Administration

Support onboarding and induction arrangements for new starters.
Coordinate right-to-work checks and other pre-employment requirements (reference & DBS).
Respond to routine employee enquiries and direct more complex queries appropriately

Employee Experience

Help create a positive and professional workplace environment.
Support employee wellbeing and engagement initiatives.
Assist in organising team events and company celebrations.
Act as a helpful and approachable contact for employees.

Knowledge, Skills & Experience

Essential

Previous office administration, office management or coordination experience.
Excellent organisational and planning skills.
Strong attention to detail.
Professional communication skills.
Ability to manage multiple priorities simultaneously.
Strong Microsoft Office skills.
Confidence in using AI tools appropriately and responsibly to improve efficiency, support administrative tasks and streamline routine processes.
Proactive and self-motivated approach.
Ability to handle confidential information with discretion.

Desirable

Experience within professional services, insurance or financial services.

Key Success Measures

Office operates smoothly and professionally on a day-to-day basis.
Facilities and supplier issues are resolved promptly.
New starters experience a seamless onboarding process.
Records remain accurate and compliant.
Positive feedback from employees and visitors regarding office support.
Effective management of office costs and resources.

5 days in the office with some flexibility

Employee Benefits:
Pension scheme (Aegon 4 or 5% with company matching the same)
Private medical insurance
Medicash
Life assurance
Income Protection
25 days Annual leave entitlement, plus bank holidays
Supportive and professional working environment
Learning and development support
Company social events and employee engagement initiatives
Office-based role in London with exposure to a collaborative business environment