London Office & Operations Coordinator – AI‑Minded & Proactive

Milltown Partners; Greater London; On-site; GBP 29,000 - 33,000; Full time

Job summary

Milltown Partners in London is seeking an Office & Operations Coordinator to keep the UK office running smoothly—from front-of-house to IT setup, meeting room readiness and supplier liaison.

You will own subscriptions, track renewals, coordinate team and client gifting, support the Europe team with events, travel, and admin tasks, and use AI tools to design simple systems for the wider team.

Qualifications

• At least a year's experience in a similar assistant, coordinator or admin role.
• A proactive, ownership-driven approach; comfortable making decisions without being asked.
• Genuine curiosity about AI and technology, with some experience using it to work smarter.
• Confidence managing relationships with external vendors, suppliers and subscription providers.
• Fluent written and spoken English, and the right to work in the United Kingdom.

Responsibilities

• Office support: Contribute to a high functioning and positive working office environment
• Take ownership of front of house, meeting room readiness and office upkeep, fixing issues before they need to be raised
• Liaise directly with vendors and suppliers on maintenance, deliveries and office services
• Keep the office fully stocked: first aid, stationery, IT equipment, and food and drink - including weekly order and team lunch
• Own IT and AV set-up, troubleshooting systems for the team and setting up presentations
• Manage subscriptions and tools for the firm: tracking renewals, negotiating with providers and maintaining accurate records
• Complete monthly credit card reconciliation, matching transactions and receipts
• Coordinate team and client gifting, including the annual client hamper programme
• Use our AI tools to design simple systems and trackers for the wider team
• Provide holiday cover for Office Management and Executive Support colleagues
• Act as London office fire warden and first aider (training offered)
• Europe team support: Ensure our team is supported to do their best work at all times
• Support the delivery of internal and external events, from team socials to marketing events
• Project manage weekly London Lunch and Learn sessions in collaboration with the program lead
• Organise quarterly team headshots, vendor liaison and internal communications
• Manage weekly time-tracking data for our finance and resourcing teams
• Take on ad hoc research, administration, diary management and travel booking as needed
• Contribute to a collaborative and inclusive work environment
• Give and receive feedback openly with colleagues at all levels of the firm
• Actively seek input from others and reflect their contributions in your outputs
• Contribute to an inclusive environment where brilliant work happens

Skills

Experience in admin role

Ownership mindset

AI curiosity

Vendor management

English fluency

Tools

Google Suite

Claude

Hubspot

Payhawk

Job description

Milltown Partners in London is seeking an Office & Operations Coordinator to keep the UK office running smoothly—from front-of-house to IT setup, meeting room readiness and supplier liaison.

You will own subscriptions, track renewals, coordinate team and client gifting, support the Europe team with events, travel, and admin tasks, and use AI tools to design simple systems for the wider team.