Reception and Facilities Coordinator

About the role

We are looking for a proactive Reception and Facilities Coordinator to be the first point of contact for visitors and to ensure the smooth operation of our office environment in London. The role combines front‑desk duties with facilities management, supporting both internal teams and external partners.

Key responsibilities

• Answer all incoming calls, messages and queries, directing them to the appropriate person.
• Welcome guests, manage visitor arrivals and departures, and maintain a professional front‑of‑house presence.
• Oversee eight meeting‑room diaries, prepare rooms, and arrange hospitality for meetings.
• Handle incoming and outgoing post, courier services and coordinate with storage facilities.
• Maintain relationships with the building reception desk and coordinate desk cover.
• Manage office and kitchen supplies, placing orders for stationery, kitchen and general office items.
• Liaise with building facilities teams, contractors, cleaners and other vendors for routine and ad‑hoc maintenance.
• Supervise cleaning services on the 5th floor and ensure communal areas are tidy.
• Identify and report corrective maintenance needs, security measures and health‑and‑safety requirements.
• Create access permits and work permits for contractors, handling temporary security passes and related documentation.
• Provide administrative support to the IT team (travel, expenses, holiday calendar) and assist international staff with scheduling and logistics.
• Assemble presentation books and undertake other ad‑hoc projects as required.

Required profile

• Proven experience in a reception or facilities coordination role, preferably in a corporate environment.
• Excellent organisational abilities with a strong eye for detail.
• Ability to communicate clearly with internal teams, visitors and external vendors.
• Comfortable managing multiple priorities and shifting between front‑desk and facilities tasks.

Required skills

What we offer

• Competitive salary up to £40,000 per annum.
• Full‑time onsite role in a central London office.
• Opportunities for professional development and cross‑functional experience.