Office Coordinator

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Key responsibilities - Workplace Services Reception & Front-of-House Answer incoming calls professionally, relay messages promptly, and manage all reception enquiries. Welcome clients courteously, issue visitor passes, offer refreshments, and notify the relevant Partner; ensure client priority over other visitors. Maintain a tidy and professional reception and waiting area, ensuring materials (e.g., newspapers) are present and up to date. Manage meeting room bookings in Eptura, ensuring correct setup, equipment, hospitality, and AV/IT requirements. Coordinate video conference bookings, ensuring systems are activated and functioning. Receive, dispatch, and track courier items; support courier-related queries and manage inbound/outbound postal processes. Sort and log incoming mail and ensure timely distribution. Office Administration Coordinate travel and accommodation bookings with approved travel agents, including visa support. Maintain up-to-date records of staff travel information (e.g., passport and ID details, exit visas). Support document handling (scanning, printing, photocopying), and prepare document folders, indexing, and labelling. Handle original documents in line with records management procedures, ensuring accurate tracking and full audit trails. Workplace & Facilities Coordination Act as an ambassador for Workplace & Facilities Services, supporting delivery of high-quality client, hospitality, postal, and file management services. Monitor and maintain reception, meeting rooms, and communal areas to ensure consistently high standards. Ensure the safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures. Manage stock levels (stationery, refreshments, catering) and oversee inventory. Support the management of facilities service contracts, acting as a liaison between service users, contractors, and building management. Log and track Helpdesk jobs, proactively following up until resolution and updating end users. Conduct regular and ad-hoc floor walks in line with H&S policies, addressing housekeeping, signage, temperature, and safety concerns; agree and manage follow-up actions with the MEA WPS Operations Manager. Maintain H&S compliance records, including Fire Marshal/First Aider lists, first aid kits, defibrillators, and related safety boards. Schedule and coordinate DSE assessments, Fire Risk Assessments, and H&S inspections. Ensure adherence to Clyde & Co H&S policies across all in-house and contractor activities. Manage and maintain facilities-related records and management information. Manage relationships with contractors, vendors, and service providers, ensuring high-quality service delivery. Respond promptly to facilities-related issues and emergencies. Support space planning activities, office moves, and maintain up-to-date office seating/desk lists. Communication Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs. Essential Skills & Experience Strong communication skills, both verbal and written, with the ability to build and maintain constructive, professional relationships with clients, colleagues, and stakeholders at all levels. Exceptional client service mindset, with proven experience supporting high-level, client-facing tasks and delivering service to a consistently high standard. Advanced knowledge of document management and case management systems, with strong technical proficiency across Microsoft Office Suite and other digital tools. Highly organised and methodical, demonstrating excellent attention to detail and accuracy in all outputs, especially client communications and deliverables. Strong prioritisation and time-management skills, with the ability to manage competing deadlines, work effectively under pressure, and adapt to changing demands. Confident working independently, taking personal ownership for quality, delivery, and seeing tasks through to completion. Collaborative team player, contributing to shared goals, supporting colleagues when needed, and promoting a positive, cooperative working environment. Proactive problem-solver, able to investigate issues, identify solutions, and follow through to resolution. Discreet, confidential, and professional, with sound judgment when handling sensitive information. Positive "can-do" attitude, demonstrating flexibility, resilience, and a willingness to take on new responsibilities and challenges. Competent understanding of Health & Safety processes and procedures, with the ability to support compliance activities and maintain accurate records. Experience working with contractors, vendors, or outsourced service providers, coordinating effectively to support workplace operations a plus. Demonstrates continuous improvement mindset, suggesting enhancements to processes and proactively developing personal k

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