Reception Coordinator

City Rooms; Greater London; On-site; GBP 24,000 - 26,000; Full time

Benefits offered by this job

Fresh fruit daily

Staff discounts

GP and counselling services

Annual leave/top-up pay

Job summary

City Rooms is seeking a Reception Coordinator to join the busy Administration team at its Stepney Green office in London. You will manage front-desk duties, visitor reception, calls, bookings, payments, and key distribution while ensuring GDPR compliance and a smooth tenant experience.

The role requires 2+ years in reception/administration, excellent English communication, and strong organisational skills. It is a fully office-based position with competitive salary and benefits.

Qualifications

• Experience in reception and administration is essential.
• Excellent written and verbal English communication skills.
• Strong time-management and organisational abilities.

Responsibilities

• Meet and greet visitors and log visitor information.
• Answer and route calls; assist tenants with general queries and bookings.
• Handle payments, manage keys, and support lettings processes and GDPR compliance.
• Maintain a clean, welcoming reception and front-office area.
• Support office operations during busy periods and help with general admin tasks.

Skills

Customer service

Reception experience

Time management

Multitasking

Communication

Tools

Microsoft Office

Word

Excel

Teams

Job description

Reception Coordinator, Administration Department

Location: Stepney Green, London, E1 4DT

Working Hours: Monday to Friday, 10:00am 6:00pm, Saturday 11:00am 5:00pm

Days Off: 1 weekday off in lieu of working Saturday

Salary: £24,000 £26,000 per annum, depending on skills, knowledge and experience

Working Arrangement: Fully office-based

Do you have previous experience in reception and administration? Available to start immediately or soon?

We are looking for a Reception Coordinator to join our busy Administration team and play a central role in coordinating general reception duties (%) alongside administration duties (%).

You will need to be confident, reliable, organised and accurate, with the ability to manage a varied workload in a busy office environment.

Your responsibilities will include:

• Meeting and greeting visitors, ensuring the visitor H&S log is completed and updated, and notifying the relevant departments of their arrival.
• Sending customer feedback emails and supporting the overall visitor experience.
• Answering and directing calls across various platforms, assisting tenants with general queries and appointment bookings, and directing them to the appropriate person or department.
• Assisting clients by explaining lettings processes, advising on documentation, taking payments, distributing and organisation of keys and communicating with the wider administration team.
• Assisting tenants with final account balance checks and outstanding end-of-tenancy payments.
• Sending relevant documents and information to landlords and tenants.
• Managing end-of-tenancy calls and emails, ensuring current tenants receive the appropriate instructions and key-return information in line with GDPR requirements.
• Completing relevant checks and documentation, ensuring the appropriate teams are kept informed and updating information on internal systems with accurate and timely information: other general administrative tasks as required.
• Notifying existing tenants when new tenants are due to move in and providing new tenants with welcome information.
• Carrying out weekly fire alarm testing, supporting general H&S procedures within the office.
• Monitoring the entrance and visitors, managing door-card issuance and ensuring appropriate Health & Safety signage is maintained.
• Checking office and kitchen stock, placing orders, monitoring their timely arrival and ensuring they reach the relevant departments or individuals.
• Receiving deliveries, signing for items and notifying or distribution to relevant departments via Teams
• Maintaining a clean, tidy and welcoming reception, kitchen and front-office environment.
• Managing daily and weekly coffee machine cleaning and stock requirements: includes purchasing daily fruit and milk.
• Supporting ideas and improvements to enhance the front-of-house experience.
• Providing additional support and flexibility during particularly busy periods, including staying later when required.

We are looking for someone who has:

• An excellent telephone manner and a strong face-to-face customer service approach.
• Previous experience in reception and administration, ideally with at least 2 years' relevant experience.
• Excellent computer skills and confidence using Microsoft Office, including Word, Excel and Teams, with the ability to learn and use other systems.
• Excellent written and verbal English communication skills, with the ability to communicate effectively with different departments.
• A confident and professional manner, with the ability to multitask and prioritise effectively in a busy, fast-paced environment.
• Strong time-management and organisational skills, with good problem‑solving abilities and attention to detail.
• A reliable, proactive and helpful approach to their work.
• The flexibility to provide additional support during busy periods when required.

As well as a varied role in a friendly working environment, we offer:

• A vibrant open-plan office with fresh fruit daily.
• Staff discounts and access to GP, counselling and wellness services.
• Additional annual leave and SSP top‑up pay based on length of service.
• A birthday day off and one additional wellness day per year.
• Company closure between Christmas and New Year.
• Company events.

Terms and conditions apply.