Office Coordinator

Mitie; Mount Pleasant; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading service provider is looking for an Office Coordinator to manage the day-to-day operations of a prestigious London office. You will be responsible for visitor management, meeting room setups, office supplies, and maintaining a welcoming environment. Ideal candidates have at least 2 years of experience in office coordination and possess excellent organizational and communication skills. Flexibility is essential, with occasional evening or weekend support required.

Qualifications

• Minimum 2 years' experience in office coordination, guest services, hospitality, or facilities management.
• Confident working independently and maintaining a consistent presence on site.
• Exceptional organizational skills and attention to detail.

Responsibilities

• Welcome and assist visitors, including VIP guests.
• Manage meeting room reservations and set-ups.
• Order and manage inventory for office supplies.

Skills

Office coordination

Guest services

Hospitality

Facilities management

Microsoft Office

Communication

Organizational skills

Service-oriented mindset

Tools

Visitor management systems

Meeting room management systems

Job description

Overview

Are you someone who thrives in a dynamic, international environment and enjoys going beyond the expected? We’re looking for a proactive and collaborative Office Coordinator to join our team. The role focuses on the day-to-day running of a prestigious client’s London office, acting as the on-site heartbeat to ensure the office is welcoming, secure, and running smoothly.

This role is ideal for someone who thrives working independently, is highly organized, and has a natural flair for hospitality, coordination, and discretion. You will often be the first point of contact for visitors and stakeholders, including senior leadership and VIP guests, so professionalism and initiative are essential.

You will help facilitate the flow of personnel by managing access points throughout the building and ensuring the maintenance of fob access systems. You will keep a tidy and efficient reception area, providing a professional and courteous service, and handle phone calls, emails, and incoming mail and packages promptly and professionally.

In this role, you’ll support daily operations and strengthen connections with our other offices, particularly in Paris and Geneva. Our locations are closely interconnected and collaborate on a wide range of topics daily, so we need someone who is eager to build strong working relationships and contribute to a well-coordinated network.

Key Responsibilities

• Visitor Management & Guest Experience: Welcome and assist visitors, including VIP guests; apply security protocols; issue visitor badges; maintain a clean, professional, and welcoming reception area.
• Meeting Rooms & Event Support: Manage meeting room reservations and set-ups, including AV and catering; oversee visitor office spaces (closed rooms and hot desks); coordinate catering arrangements and manage set-up.
• Office Management & Supplies: Order and manage inventory for stationery, kitchen, and hospitality supplies; keep communal spaces tidy and presentable; maintain and update office SOPs and directories weekly.
• Mail & Communication: Manage incoming and outgoing post and deliveries; oversee the shared London inbox and respond/escalate queries as appropriate; coordinate with building reception and service providers for seamless visitor experiences; liaise with Paris and Geneva offices to ensure consistent operations.
• Community & Culture Support: Assist with local bookings (taxis, restaurants, dry cleaning, etc.) and ad hoc staff requests; help organise small office events or engagement activities to support a positive workplace culture.
• Presidential & Executive Support: Respond promptly to requests from the President and/or Director of the President’s Office; support executive needs with catering, transport, and light admin (e.g., document printing, room booking).
• Health & Safety: Ensure risk management procedures and health & safety certifications are up to date and displayed; serve as a trained fire warden (training provided); support compliance with wellbeing, safety, and hygiene standards.

Key Skills & Experience

• Minimum 2 years' experience in office coordination, guest services, hospitality, or facilities management.
• Confident working independently and being the consistent presence on site.
• Strong proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Experience using visitor and meeting room management systems.
• Exceptional organisational skills and attention to detail.
• Professional and discreet, with comfort interacting with senior stakeholders and VIP guests.
• Service-oriented mindset with excellent communication and interpersonal skills.
• Ability to manage multiple priorities and stay calm under pressure.
• Enthusiastic, creative, and passionate about delivering a great workplace experience.

Working Conditions

• Site-based, 5 days a week
• 35 hours per week, starting at 08:00, with occasionally flexible finishing times based on client needs
• Occasional evening or weekend support required for events (time off in lieu offered)

Please note: Flexibility is essential in this role. From time to time, you will be required to support events outside of standard working hours. Time off in lieu will be offered to ensure a fair work-life balance.

What we’re looking for

• A team player with strong interpersonal and communication skills.
• A flexible, can-do attitude who takes ownership of their work.
• An individual comfortable working across functions and supporting wherever needed.
• A self-starter who enjoys variety and thrives in a supportive but fast-paced environment.

If you’re looking for a role where no two days are the same and where your contribution really matters, we’d love to hear from you.