Office Administrator and Receptionist

Interactive Brokers Group; Greater London; Hybrid; GBP 28,000 - 40,000; Full time

Benefits offered by this job

Private Medical Insurance

Group Life Assurance

Pension scheme

Stock grant

Cycle to work scheme

Travel season ticket loans

Daily company-paid lunch

Job summary

Interactive Brokers Group in London is seeking an highly organised Office Administrator and Receptionist to join our city office, combining a front-of-house reception with hands-on administrative duties.

You will welcome visitors, manage calls, coordinate calendars and meetings, support the facilities team, and prepare reports and presentations, using MS Office daily. The role demands accuracy, proactivity, and professional communication.

Qualifications

• Extensive administrative experience in a busy office environment.
• Advanced proficiency in Microsoft Office, including Excel, Outlook, Word and PowerPoint.
• Excellent organizational and coordination skills.
• Attention to detail and accuracy.
• Excellent verbal and written English.
• Professional, personable demeanor with strong interpersonal skills.
• Proactive, can-do attitude; ability to work independently and in a team.
• Experience in project administration.
• Ability to maintain confidentiality and exercise discretion.
• Experience in reception/office coordination in corporate or financial services is desirable.
• Experience supporting management with administrative tasks and reporting is desirable.
• Familiarity with facilities management, vendor coordination, or event planning is desirable.

Responsibilities

• Serve as the primary point of contact for visitors, vendors, couriers, and staff, ensuring a professional welcome.
• Manage and coordinate all incoming telephone calls, directing enquiries and taking accurate messages.
• Maintain a neat, orderly reception area reflecting professional standards.
• Act as liaison between facility vendors, building management, and internal staff for smooth communication.
• Provide administrative support to the office management and facilities teams.
• Perform MS Office tasks including document creation, data entry, and correspondence management.
• Manage Outlook calendars and room bookings, scheduling meetings and logistics.
• Coordinate internal meeting room bookings, setup, and post‑meeting clearance.
• Handle printing, copying, scanning, and filing duties.
• Prepare reports, presentations, and administrative documentation as required.
• Process incoming/outgoing mail and courier arrangements.
• Produce clear Excel-based reports and summaries for management.

Skills

Administrative experience

Organizational skills

Attention to detail

Verbal and written English

Interpersonal skills

Can-do attitude

Project administration experience

Discretion and confidentiality

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

PowerPoint

Job description

About the Role

We are seeking a highly organised, experienced, and professionally dynamic Office Administrator and Receptionist to join our London office. This is a pivotal, front-facing role that sits at the very heart of our office operations, combining a welcoming and professional reception function with a strong, hands‑on administrative and coordination remit.

As the first point of contact for all visitors, vendors, and staff, you will play a critical role in shaping the day-to-day experience of our office environment. Beyond the reception desk, this role demands a confident and capable administrator who can support office management, the wider facilities team, and senior stakeholders across a broad range of operational and administrative tasks.

The ideal candidate will bring demonstrable experience in a busy office environment, exceptional administrative skills, strong Microsoft Excel proficiency, and the ability to coordinate multiple workstreams simultaneously with precision, efficiency, and a proactive attitude.

Key Responsibilities

Reception & Front of House

• Serve as the primary point of contact and first impression for all visitors, vendors, couriers, and staff arriving at the London office, ensuring a professional, warm, and efficient welcome at all times.
• Manage and coordinate all incoming telephone calls, directing enquiries appropriately and taking accurate, timely messages.
• Maintain a consistently neat, orderly, and presentable reception and front‑of‑house area that reflects the professional standards of the organisation.
• Act as the central liaison between facility vendors, building management, and internal office staff, ensuring smooth communication and prompt resolution of queries.

Administration, Office Support & Management Assistance

• Provide comprehensive administrative support to the office management team and wider business, forming a critical backbone to the smooth running of day‑to‑day office operations.
• Execute a wide range of MS Office tasks with accuracy and efficiency, including document creation, formatting, data entry, and correspondence management.
• Manage and maintain Outlook calendars and diary coordination for office management, scheduling meetings, managing room bookings, and ensuring all logistics are organized in advance.
• Coordinate internal meeting room bookings, taking full ownership of room management including setup, readiness, and post‑meeting clearance.
• Carry out printing, copying, scanning, and filing duties to support the wider office and management team.
• Support the preparation of reports, presentations, and administrative documentation as required by the facilities and management teams.
• Process all incoming and outgoing mail, managing courier arrangements efficiently and ensuring accurate, timely delivery and receipt of correspondence.

Excel, Data & Reporting

• Utilize strong Microsoft Excel skills to support cost tracking, data analysis, and reporting across a range of office operational functions.
• Support the ordering, replenishment, and cost analysis process for all office consumables, including stationery and food & beverage (F&B) products, maintaining accurate and up‑to‑date records and spreadsheets.
• Assist the Facilities team with the preparation and maintenance of facilities reporting, including spend tracking, vendor management logs, and operational data.
• Maintain accurate records and trackers to support administration of office projects, vendor contracts, and procurement activity.
• Produce clear and concise Excel‑based reports and summaries to assist management in making informed operational decisions.

Hospitality, Lunch & Events Coordination

• Oversee and support the daily office lunch operation, acting as the key liaison with the lunch supplier, managing the weekly menu, and ensuring a smooth and well‑organised lunch service for all staff.
• Create and manage lunch accounts for new starters as part of the onboarding process, ensuring all new employees are set up and briefed promptly.
• Coordinate all meeting room F&B requirements, ensuring hospitality standards are met for internal and external meetings.
• Support the planning and execution of office events and corporate hospitality, working in close collaboration with the Facilities and HR teams to deliver well‑organised, high‑quality experiences.
• Manage the coordination and organisation of kitchen and breakout areas, ensuring beverages, consumables, and supplies are consistently well‑stocked and maintained throughout the day.

Facilities, Projects & Operational Support

• Serve as a key coordination point for all office facilities requests and tickets, managing the queue efficiently and escalating issues where appropriate to ensure timely resolution.
• Support the Facilities team in the management and oversight of key onsite vendors, ensuring service standards are maintained and any issues are addressed proactively.
• Provide administrative and logistical support for office projects, taking ownership of assigned tasks and ensuring deadlines are met.
• Support satellite offices with administrative and ordering tasks, acting as a reliable and responsive point of contact for remote teams.
• Coordinate travel and accommodation arrangements for visiting colleagues, managing bookings efficiently and ensuring a smooth experience from arrival to departure.
• Support the onboarding process for new starters in collaboration with the HR and Facilities teams, assisting with office inductions and administrative setup.
• Undertake any other reasonable duties as required in support of the office, management team, and wider business.

Skills, Experience & Qualifications

Essential

• Strong, demonstrable administrative experience gained within a busy, professional office environment - this is a core requirement of the role.
• Advanced proficiency in Microsoft Office, with particular strength in:
  • Microsoft Excel - including data entry, cost tracking, reporting, and the creation and management of spreadsheets and trackers.
  • Microsoft Outlook - including diary and calendar management, meeting scheduling, and email correspondence.
  • Microsoft Word & PowerPoint - for document creation, formatting, and presentation support.
• Exceptional organisational and coordination skills, with the proven ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast‑paced environment.
• Strong attention to detail, ensuring accuracy across all administrative tasks, data entry, and reporting.
• Excellent verbal and written communication skills in English, with the ability to communicate clearly and professionally at all levels.
• Professional, confident, and personable, with strong interpersonal skills and the ability to build positive relationships with staff, visitors, and vendors alike.
• A proactive, "can-do" attitude with the ability to work both independently and as a collaborative team player.
• Experience in project administration, demonstrating the ability to support and coordinate multiple workstreams simultaneously.
• Ability to exercise discretion, good judgement, and maintain confidentiality where required.

Desirable

• Previous experience in a reception, office coordination, or facilities administration role within a corporate or financial services environment.
• Experience supporting management teams with administrative tasks and reporting.
• Familiarity with facilities management processes, vendor coordination, or event planning and execution.

Location

20 Fenchurch Street, London, EC3M 3BY

Working hours

9 am to 6 pm, Monday to Friday

Benefits

• Career support and development.
• Salary commensurate with experience.
• Performance‑based discretionary cash bonus scheme.
• Discretionary stock grant.
• Group Life Assurance cover.
• Group Income Protection.
• Occupational pension scheme based on gross earnings.
• Above statutory annual leave, increasing with service.
• Daily company‑paid lunch and healthy snack options throughout the day (when working from the office).
• Access to Private Medical Insurance, Dental Plan, and/or Health Cash Plan (including dependants)*.
• Corporate events.
• Travel season ticket loans*.
• Cycle to work scheme*.
• Fitness subsidisation.

*On successful completion of the probation period.