Office Co-ordinator & Team Assistant | £35,000 - £46,000 DOE | Perm | 5 days office based | City Location  

An established global investment firm is seeking an organised and proactive Office Coordinator / Team Assistant to support the smooth day-to-day running of its London office. This is a hands-on role suited to someone who enjoys variety, takes pride in keeping an office running efficiently, and is comfortable supporting senior stakeholders alongside the wider team.

You will play a central role across office coordination, facilities, reception, and administrative support, working closely with the Office Managers and collaborating with colleagues across the business.

Key Responsibilities

Office & Facilities Management

• Maintain office equipment, supplies, and shared spaces to a high standard
• Manage incoming and outgoing mail and couriers
• Maintain records for security access cards and liaise with building security
• Act as Fire Warden, attending briefings and supporting evacuation drills
• Support Health & Safety procedures across the office
• Manage kitchen areas, including restocking supplies and coordinating dishwasher duties
• Order and monitor inventory of general office supplies

Reception & Meeting Support

• Coordinate meeting room bookings using calendar systems
• Register guests and manage visitor access with building security
• Answer incoming calls and welcome visitors professionally
• Provide hospitality support, including refreshments and catering
• Assist with meeting room technology setup and basic troubleshooting
• Ensure meeting rooms are tidy, organised, and ready for use

Administrative & Team Support

• Manage diary and travel arrangements for Executive Director level stakeholders
• Process Executive Director expenses
• Provide general administrative support including document preparation, printing, and binding
• Maintain administrative records, databases, and shared documentation
• Support onboarding of new joiners, including inductions and welcome materials
• Coordinate internal communications and team updates
• Assist with ad hoc tasks and projects as required

Events & Coordination

• Support logistics for board meetings and internal events
• Assist with planning larger team meetings, including RSVPs and venue bookings
• Contribute to the organisation of social events and team activities

Skills & Experience Required

• Previous experience in a similar office support or team assistant role
• Proven diary and travel management experience
• Strong Microsoft Office skills and confidence using administrative systems
• Excellent communication and interpersonal skills
• Highly organised with the ability to manage multiple priorities
• Proactive, detail-oriented, and service-focused
• Professional, discreet, and trustworthy
• Comfortable working independently and as part of a team
• Willing to be fully office-based and provide hands-on support

This is an excellent opportunity for someone who enjoys being at the heart of an office environment and supporting a collaborative, fast-paced team.

We are ideally looking for a candidate who can start immediately or is available on short notice (2 weeks max). Please apply ASAP to avoid disappointment! 

REF: JGA/146875