Office Operations & Guest Experience Coordinator

ST James Facilities; City Of London; On-site; GBP 28,000 - 38,000; Full time

Job summary

ST James Facilities is seeking a hands-on Workplace Operations Coordinator to manage daily office operations, reception services, and onsite support. You will coordinate with building management, vendors, and internal teams to maintain a professional, welcoming workspace for employees and visitors.

The role focuses on health and safety, onboarding, meeting coordination, and efficient procurement processes, with a proactive, service-oriented approach to keep the office running smoothly.

Qualifications

• 2+ years of experience in workplace coordination or office management
• Strong organisational and multitasking skills with attention to detail
• Excellent interpersonal, communication and customer-service skills
• Comfortable working onsite and handling hands-on operational responsibilities

Responsibilities

• Oversee day-to-day office operations to ensure a well-organised, efficient, and professional workplace environment
• Conduct regular office walkthroughs to identify maintenance issues, safety concerns, and opportunities for improvement
• Manage office inventory, supplies, and equipment; place orders and maintain stock levels
• Coordinate with building management, maintenance teams, and service providers to address repairs and upkeep
• Serve as primary point of contact for office vendors and contractors
• Support workplace health, safety, and compliance standards
• Assist with onboarding new hires by coordinating workspace readiness and access credentials
• Track and manage workplace invoices, purchase orders, and expenses
• Greet visitors and act as first point of contact for the office
• Answer calls, emails, and inquiries in a timely and courteous manner
• Manage mail, packages, and shipments with facilities and shipping vendors
• Maintain a clean, welcoming reception area and conference rooms
• Manage conference room scheduling and setup for meetings
• Support on-site meetings and events with internal stakeholders
• Assist with day-to-day admin tasks and special projects
• Support internal communications related to office operations and policies
• Maintain workplace documentation and checklists
• Identify opportunities to improve processes and employee experience

Skills

Office coordination

Facilities management

Customer service

On-site operations

Vendor coordination

Google Workspace

Microsoft Office

Visitor management

Tools

Visitor Management Systems

ServiceNow

Job description

ST James Facilities is seeking a hands-on Workplace Operations Coordinator to manage daily office operations, reception services, and onsite support. You will coordinate with building management, vendors, and internal teams to maintain a professional, welcoming workspace for employees and visitors.

The role focuses on health and safety, onboarding, meeting coordination, and efficient procurement processes, with a proactive, service-oriented approach to keep the office running smoothly.