Office & Operations Coordinator

Milltown Partners GBR Limited; Greater London; On-site; GBP 32,000 - 52,000; Full time

Job summary

Milltown Partners GBR Limited seeks an Office & Operations Coordinator to run a busy London office, greet guests, manage meeting rooms, and keep critical subscriptions in check. The role requires initiative, curiosity about AI and technology, and pride in delivering a best-in-class experience for the team.

You will own front-of-house, liaise with vendors, keep stock, manage IT/AV setup, track renewals, coordinate team events, and support Europe operations.

Qualifications

• At least a year of experience in a similar assistant, coordinator or admin role.
• Proactive, ownership-driven approach and decision-making without being asked.
• Genuine curiosity about AI and technology and using it to work smarter.
• Fluent written and spoken English; right to work in the United Kingdom.
• Experience managing relationships with external vendors, suppliers and subscriptions.

Responsibilities

• Own front of house, meeting room readiness and office upkeep; fix issues before escalation.
• Liaise with vendors and suppliers on maintenance, deliveries and services.
• Keep office stocked with first aid, stationery, IT equipment, food and drink; manage weekly orders.
• Own IT and AV setup; troubleshoot systems and set up presentations.
• Manage subscriptions, track renewals and maintain records.
• Coordinate team and client gifting; manage hampers programme.
• Use AI tools to design simple systems and trackers for the team.
• Provide holiday cover for Office Management and Executive Support teams.
• Act as London office fire warden and first aider (training provided).
• Support Europe team events and weekly Lunch & Learn sessions.

Skills

Initiative

Ownership-driven

AI/technology curiosity

Fluent English

Vendor management

Decision making without prompting

Tools

Google Suite

Claude

HubSpot

Job description

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.

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

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).

EssentialAt least a year's experience in a similar assistant, coordinator or admin roleA proactive, ownership-driven approach, comfortable making decisions without being askedGenuine curiosity about AI and technology, with some experience of using it to work smarterConfidence managing relationships with external vendors, suppliers and subscription providersFluent written and spoken English, and the right to work in the United KingdomDesirableExperience with Google Suite products (G-Docs, G-Sheets, G-Slides)Experience with other technology systems: Claude, Hubspot