Office Coordinator

Knightsbridge Recruitment; Greater London; On-site; GBP 28,000 - 34,000; Full time

Job summary

Knightsbridge Recruitment is seeking an Office Coordinator & Personal Assistant to join its London team. This role blends high-level admin support with office operations in a fast-paced, professional environment.

You will manage diaries, coordinate meetings, supervise front-of-house, oversee suppliers and facilities, and assist the COO with expense processing, minutes, and project coordination, including an upcoming office relocation.

Qualifications

• Graduate-calibre professional with polished approach.
• Experience supporting senior stakeholders with diary management.
• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal skills.

Responsibilities

• Coordinate day-to-day running of a busy London office and maintain a welcoming environment.
• Line manage Receptionist and provide front-of-house cover as needed.
• Manage suppliers, facilities, equipment and external providers.
• Liaise with building management on access, maintenance and compliance.
• Review and improve office processes for efficiency.
• Own Health & Safety policies and procedures.
• Manage office budgets, invoices and expenses, monitor expenditure.
• Maintain secure digital and physical filing systems.
• Coordinate internal events, socials and external meetings.
• Provide diary management and admin support to the COO.
• Prepare agendas, take minutes and follow up actions.
• Coordinate leadership and operational meetings.
• Support HR admin like holiday/absence tracking.
• Assist with planning an upcoming office relocation.

Skills

Office coordination

Diary management

Stakeholder liaison

Organization

Education

Graduate or graduate calibre

Tools

Microsoft Office

Job description

A successful, supportive and growing boutique professional services firm is seeking a polished, proactive and highly organised Office Coordinator & Personal Assistant to join its collaborative London team.

This is a fantastic opportunity for an experienced office professional who enjoys variety, takes ownership of their work and thrives in a fast-paced, client-focused environment. The company is forward-thinking and offers fantastic benefits. 5 days in. Central London.

The Role

• Coordinate the day-to-day running of a busy London office, maintaining a professional and welcoming environment.
• Line manage the Receptionist and oversee front-of-house operations, providing reception cover when required.
• Manage office suppliers, facilities, equipment and external service providers.
• Act as the primary liaison with building management, coordinating access, maintenance and compliance matters.
• Review and improve office processes to ensure efficiency and best practice.
• Take ownership of Health & Safety policies and procedures.
• Manage office budgets, process invoices and expenses, and monitor expenditure.
• Maintain secure digital and physical filing systems.
• Coordinate internal events, company socials and external meetings.
• Provide diary management, expenses and administrative support to the COO.
• Organise senior meetings, prepare agendas, take accurate minutes and follow up on action points.
• Coordinate regular leadership and operational meetings.
• Support team administration, including holiday and absence tracking.
• Assist with the planning and coordination of an upcoming office relocation.

About You

• Previous experience in an Office Coordinator, Office Manager, Team Assistant or PA role within a professional environment.
• Graduate or graduate calibre, with a polished, professional and confident approach.
• Experience supporting senior stakeholders with diary management and administration.
• Strong organisational skills with exceptional attention to detail.
• Comfortable managing multiple priorities and working independently.
• Confident liaising with senior leaders, suppliers and external stakeholders.
• A positive, hands-on attitude with a willingness to get involved wherever needed.
• Excellent communication and interpersonal skills.
• Strong Microsoft Office skills, including Word, Excel and PowerPoint.
• Experience within a regulated, financial or professional services environment would be advantageous.
• Exposure to office relocations, serviced offices or facilities coordination would be beneficial but is not essential.

This is an excellent opportunity to join a high-performing, collaborative organisation that offers genuine responsibility, a supportive culture and the chance to make a real impact within a growing business. We're looking for someone who is polished, resourceful, discreet and enjoys being at the heart of a busy office.