Office & Operations Coordinator

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

This role sits within our UK Office Management team, reporting into the UK Office Manager, and is based full-time in our London office, Monday to Friday, 8:30am to 5:30pm.

The role

Being an Office & Operations Coordinator in a Milltown office spans the full range of what keeps a firm running from greeting guests to keeping colleagues fuelled with snacks, maintaining meeting rooms to be client-ready and staying on top of business-critical subscriptions.

This is not a role for someone who waits to be asked. We want someone who takes initiative, spots what needs fixing before it breaks, brings genuine curiosity about AI and technology to how we work, and takes real pride in making our office, its systems and the experience of everyone on our team the best they can be.

Responsibilities

Office support: Contribute to a high functioning and positive working office environment

• Take ownership of our 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 the 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 and ad hoc requests

• Use our AI tools in order to design simple systems and trackers that make information easy to find and processes easy to follow for the wider team

• Provide holiday cover for Office Management and Executive Support colleagues

• Act as London office fire warden and first aider (you’ll be trained if you do not already have a qualification)

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, including 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

Essential + Desirable skills

Essential

• 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 of 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

Desirable

• Experience with Google Suite products (G-Docs, G-Sheets, G-Slides)

• Experience with other technology systems: Claude, Hubspot, Payhawk

£29,000 - £33,000 a year

Why join us

We're an independent, employee-owned firm, which means the people who work here share in our collective success. We operate across London, Brussels, San Francisco and New York, advising technology companies, global investors, iconic brands and influential individuals on the communications and policy challenges that define their reputations.

Our culture is built on five values: brilliance, restlessness, comradeship, inclusivity and integrity. We expect a lot from each other, but we also invest in each other - through honest feedback, shared learning and genuine care that goes beyond the work itself.

You’ll have access to competitive pay with transparent salary bands, twice-yearly bonuses, professional development opportunities guided by our career framework and progression pathways, private healthcare, mental health support, 26 days holiday plus public holidays (outside of our annual Christmas break).

We're serious about building a diverse, equitable and inclusive workplace. We have measurable commitments around representation, inclusion, and supporting underrepresented communities through pro bono work. Creating an environment where everyone can thrive is central to how we operate.