FOH & Office Coordinator

Talon; Greater London; On-site; GBP 26,000 - 35,000; Full time

Job summary

Talon in London is seeking a Front of House and Office Coordinator to be the first point of contact for visitors and to ensure the smooth running of the office for our people. You will report to Talon’s PA and Office Manager and work within a small, friendly Support team.

The role covers greeting guests, arranging catering, coordinating meetings and events, handling mail and office supplies, and supporting ongoing office projects. A proactive, communicative approach is essential.

Qualifications

• Confidence and communication skills to greet visitors and manage inquiries.
• Creative and proactive with the ability to anticipate issues.
• Excellent time management and organisational skills.

Responsibilities

• Greet visitors and manage reception duties, offering drinks and responding to queries.
• Coordinate meetings, book rooms, and arrange catering for events.
• Order and monitor office supplies and weekly shop needs.
• Support office events, social activities, and team initiatives.
• Liaise with IT and facilities to resolve issues promptly.
• Assist with health & safety inductions and office safety checks.

Skills

Confidence & communication

Creative thinking

Proactive mindset

Interpersonal skills

Attention to detail

Time management

Organisational skills

Education

Previous experience as Team Assistant/Receptionist/Office Coordinator

Tools

Microsoft Outlook

Microsoft Teams

Excel

Word

PowerPoint

Job description

At Talon, our mission is to unlock the full potential of out of home, making it more effective, creative, measurable and sustainable than ever.

We’re passionate about OOH and are on a mission to drive the growth of this sector within the media industry. In just over a decade, our desire to offer intelligent, creative, technology-led OOH solutions and a full-service OOH offering saw us grow into a team of over 450+ people located in key cities across the globe. In that time, we have been awarded for our approach to our people, our clients and our industry. We hire the finest talent to help us unlock the full potential of the Out of Home (OOH) environment for our clients; and pride ourselves on the individuals who represent our business.

THE ROLE_

*Please note that this role will be in the London office 5 days a week*

The role of Front of House and Office Coordinator is at the very heart of the London business. This role creates both first impression of Talon to our visitors and clients and coordinates the seamless running of the office for our people. This role reports to Talon’s PA and Office Manager and works within a small and friendly Support team. As Front of House and Office Coordinator you have a crucial role in embodying our culture. Whether it be via the phone or in-person, you represent Talon and provide first class service to those who you meet.

A DAY IN THE LIFE_

• First point of contact for Reception; greet visitors in a friendly and enthusiastic manner, offer and make them drinks, take messages, respond to queries, etc.
• Order, monitor & unpack weekly shop (food/drink) and manage any catering requirements for meetings.
• Member of the People committee and Social committee, heading up all office related events such as Easter activities, arranging massages for mental health awareness week, weekly T_Social etc.
• Decorate the office for social events (Christmas, Easter etc.)
• Order and monitor coffee & water machine supplies.
• Handle business correspondence/post collection/distribution/couriers & shredding
• Manage the Company Publications and subscriptions.
• Order and monitor monthly stationery.
• Book trains, taxis and hotels for the UK team.
• Purchase gifts, cards, vouchers where applicable.
• Keep a list of people with security passes for the office ensuring the leavers hand theirs back in a timely manner. Arrange Temp and replacements with IT Team.
• Manage and allocate lockers whilst keeping the spreadsheet up to date.
• Assist teams with scanning, copying, and binding.
• Initial point of contact for any office issues. Working with the Building Management to resolve any issues in a timely manner.
• Meeting room and presentation area booking coordination, including resolving scheduling conflicts.
• Setting up large meetings and events with catering requirements. Ordering in food and catering where required.
• Maintain the condition of the office in conjunction with the Office and Building Manager and arranging for necessary repairs.
• Manage or assist with office-related projects such as social events and Marketing events.
• Conduct office tour for new joiners and Health & Safety inductions.
• Order and monitor Health & Safety and office equipment.
• Support the media owner champions by managing the media owner wall calendar, organising the media owner presentations, the media owners site tours and ‘Power Hour’ sessions.
• Keep a list of all spend for social events and office related spend.
• Log and manage expenses for office related purchases.
• Work to embody the Talon values and behaviours to maintain the best possible culture throughout Talon.
• Participate in projects and initiatives which drive Talon’s commitment to positive social and environmental causes. E.g., charity partnerships, volunteering, carbon offsetting etc
• Work as a First Aider and Fire Marshal alongside the Office Manager.

WHAT WE'RE LOOKING FOR_

• Confidence and communication skills required to deal with contacts and visitors at all levels of the business.
• Creative individual with bold ideas for an office environment
• Proactive and positive with the ability to anticipate issues and use initiative.
• Excellent communication, and interpersonal skills.
• Demonstrable desire to learn and grow within the role
• Excellent attention to detail, time management and organisational skills.

AS WELL AS_

• Previous work experience/internship as a Team Assistant, Receptionist or Office Coordinator role
• Familiar with Microsoft outlook, Teams, Excel, Word and PowerPoint

WHY US_

“The best thing about working at Talon is the space, time and expertise I’ve been given over the years to grow and develop my skills.” Client Director at Talon

OUR VALUES AND HOW WE WORK TOGETHER_

WE ARE BOLD_

As industry provocateurs and pioneers, we respectfully challenge the status quo, take pride in our people, big ideas and partnerships.

• We challenge respectfully
• We lead the way

WE ARE HUMAN_

We are a diverse collective of changemakers who value respect, fairness, and integrity and expect the same in return.

• We value collaboration and togetherness
• We are empathetic

WE ARE SMART_

Our trailblazing spirit and learning centric culture ensures our knowledge provides maximum value to each other and our clients.

• We grow and learn
• We are trusted
• We are mission possible

Talon is an equal opportunities employer. We celebrate diversity and are committed to creating an inclusive environment where all individuals can thrive. We seek to employ and develop a workforce representative of the markets that we serve and brands that we represent.