Receptionist/Office Administrator

About the role

We are seeking a highly organised, experienced, and professionally dynamic Receptionist & Office Administrator to join our London office. This is a pivotal, front-facing role that sits at the very heart of our office operations, combining a welcoming and professional reception function with a strong, hands-on administrative and coordination remit. As the first point of contact for all visitors, vendors, and staff, you will play a critical role in shaping the day-to-day experience of our office environment. Beyond the reception desk, this role demands a confident and capable administrator who can support office management, the wider facilities team, and senior stakeholders across a broad range of operational and administrative tasks. The ideal candidate will bring demonstrable experience in a busy office environment, exceptional administrative skills, strong Microsoft Excel proficiency, and the ability to coordinate multiple workstreams simultaneously with precision, efficiency, and a proactive attitude.

Responsibilities

• Reception & Front of House
• Serve as the primary point of contact and first impression for all visitors, vendors, couriers, and staff arriving at the London office, ensuring a professional, warm, and efficient welcome at all times.
• Manage and coordinate all incoming telephone calls, directing enquiries appropriately and taking accurate, timely messages.
• Maintain a consistently neat, orderly, and presentable reception and front-of-house area that reflects the professional standards of the organisation.
• Act as the central liaison between facility vendors, building management, and internal office staff, ensuring smooth communication and prompt resolution of queries.
• Administration, Office Support & Management Assistance
• Provide comprehensive administrative support to the office management team and wider business, forming a critical backbone to the smooth running of day-to-day office operations.
• Execute a wide range of MS Office tasks with accuracy and efficiency, including document creation, formatting, data entry, and correspondence management.
• Manage and maintain Outlook calendars and diary coordination for office management, scheduling meetings, managing room bookings, and ensuring all logistics are organised in advance.
• Coordinate internal meeting room bookings, taking full ownership of room management including setup, readiness, and post-meeting clearance.
• Carry out printing, copying, scanning, and filing duties to support the wider office and management team.
• Support the preparation of reports, presentations, and administrative documentation as required by the facilities and management teams.
• Process all incoming and outgoing mail, managing courier arrangements efficiently and ensuring accurate, timely delivery and receipt of correspondence.
• Excel, Data & Reporting
• Utilise strong Microsoft Excel skills to support cost tracking, data analysis, and reporting across a range of office operational functions.
• Support the ordering, replenishment, and cost analysis process for all office consumables, including stationery and food & beverage (F&B) products, maintaining accurate and up-to-date records and spreadsheets.
• Assist the Facilities team with the preparation and maintenance of facilities reporting, including spend tracking, vendor management logs, and operational data.
• Maintain accurate records and trackers to support administration of office projects, vendor contracts, and procurement activity.
• Produce clear and concise Excel-based reports and summaries to assist management in making informed operational decisions.
• Hospitality, Lunch & Events Coordination
• Oversee and support the daily office lunch operation, acting as the key liaison with the lunch supplier, managing the weekly menu, and ensuring a smooth and well-organised lunch service for all staff.
• Create and manage lunch accounts for new starters as part of the onboarding process, ensuring all new employees are set up and br

Benefits

Additional Information

Company Overview Interactive Brokers Group, Inc. (Nasdaq: IBKR) is a global financial services company headquartered in Greenwich, CT, USA, with offices in over 15 countries. We have been at the forefront of financial innovation for over four decades, known for our cutting-edge technology and client commitment. IBKR affiliates provide global electronic brokerage services around the clock on stocks, options, futures, currencies, bonds, and funds to clients in over 200 countries and territories. We serve individual investors and institutions, including financial advisors, hedge funds and introducing brokers. Our advanced technology, competitive pricing, and global market help our clients to make the most of their investments. Barron's has recognized Interactive Brokers as the #1 online broker for six consecutive years. Join our dynamic, multi-national team and be a part of a company that simplifies and enhances financial opportunities using state-of-the-art technology.

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