Reception Admin Coordinator

Vivienne Westwood; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A renowned fashion brand in London is seeking a Reception Admin Coordinator to join their Office Management team for a full-time, 12-month role. Responsibilities include welcoming clients, managing meetings, and providing administrative support. Candidates should have 2+ years of relevant experience and strong organisational skills. The company offers various benefits including staff discounts and health support.

Benefits

Staff discounts

Health & wellbeing support

Cycle to work scheme

Generous annual leave allowance

Pension scheme

Qualifications

• 2+ years of experience in a similar role.
• Strong organisational and time management abilities.
• Ability to work collaboratively across teams.

Responsibilities

• Welcome and assist clients and visitors as the first point of contact.
• Manage meeting coordination, including logistics.
• Handle mail sorting and distribution efficiently.

Skills

Excellent communication

Stakeholder management

Strong organisational skills

Attention to detail

Problem-solving

Tools

Microsoft Office

Expense/travel systems

Job description

Overview

Reception Admin Coordinator role to join our Office Management team on a full-time basis for 12 months. This role will be based in our Battersea office.

Responsibilities

• Welcoming and assisting clients, visitors, and stakeholders as the first point of contact, ensuring a warm and positive first impression of the company.
• Meeting coordination: schedule and manage meetings, including room bookings, calendar invites, and logistics.
• Courier and transport arrangements: organise couriers, taxis, and other transport services in line with company procedures, ensuring timely and cost-effective solutions.
• Reception area management: maintain a clean, organised, and presentable reception area.
• Telephone management: answer, screen, and forward incoming calls with professionalism and discretion.
• Mail handling: sort, distribute, and manage incoming and outgoing post and deliveries efficiently and securely.
• Procurement and supplies: process orders for office supplies, refreshments, and other essentials, ensuring stock levels are maintained and supplier relationships are managed effectively.
• Reception rota and training: manage reception handover for temporary staff.
• External visitor liaison: act as the primary contact for external service providers such as contractors, maintenance personnel, and building management, ensuring compliance with site protocols.
• Health & Safety compliance: support the completion of health and safety checks, visitor sign-in records, fire drill coordination, and first aid supply monitoring.
• Ad hoc administrative support: assist with a variety of administrative tasks and special projects as required.

Admin Coordinator Responsibilities

• Employee support & office communication: serve as the primary point of contact for employee queries related to day-to-day operational matters; ensure timely and effective communication with internal stakeholders regarding issues impacting the office environment and company premises.
• Facilities & contractor coordination: liaise with maintenance companies and external contractors regarding work at company locations.
• Corporate card administration: manage corporate card processes, including recording and reconciling monthly credit card statements; ensure timely submission to the Finance team in alignment with reporting deadlines.
• Travel & logistics support: assist the Office Manager in organising business travel for employees and guests, including flights, transfers, and hotel bookings; embed sustainability considerations into all travel arrangements.
• Travel records & audit preparation: maintain accurate records of all travel activities; conduct monthly reviews and support the preparation of documentation for annual audits.
• Expense & finance coordination: keep the travel and expense database up to date; collaborate with the Finance department to invoice personal travel costs and support the processing of employee expenses.
• General administrative support: provide ad hoc support to management and the Office Manager as required, contributing to the smooth running of office operations and business activities.

(Please note this is not an exhaustive list of duties and you may be required to perform additional duties to fulfil the requirements of the role)

Requirements

• 2 + years of experience in a similar role
• Excellent communication and stakeholder management
• Strong organisational and time management abilities
• High attention to detail and accuracy
• Proactive problem-solving and initiative
• Proficiency in Microsoft Office and expense/travel systems
• Ability to work collaboratively across teams

Benefits

• Staff discounts
• Health & wellbeing support (including Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
• Perkbox discounts and Wellness Hub
• Cycle to work scheme
• Generous annual leave allowance
• Pension scheme
• Training and hands-on experience
• Opportunities to build new skills and gain valuable industry knowledge

Applications are reviewed on an ongoing basis, so we recommend applying early to avoid missing out. Vivienne Westwood is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws. For our privacy statement please visit this link.