Office Coordinator

Permanent 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 conti