Office & Operations Coordinator

This role sits within our UK Office Management team, reporting into the UK Office Manager, and is based full-time in our London office, Monday to Friday, 8:30am to 5:30pm.

The role

Being an Office & Operations Coordinator in a Milltown office spans the full range of what keeps a firm running from greeting guests to keeping colleagues fuelled with snacks, maintaining meeting rooms to be client-ready and staying on top of business-critical subscriptions.

This is not a role for someone who waits to be asked. We want someone who takes initiative , spots what needs fixing before it breaks, brings genuine curiosity about AI and technology to how we work, and takes real pride in making our office, its systems and the experience of everyone on our team the best they can be.

Responsibilities

Office support: Contribute to a high functioning and positive working office environment

Take ownership of our front of house, meeting room readiness and office upkeep, fixing issues before they need to be raised

Liaise directly with vendors and suppliers on maintenance, deliveries and office services

Keep the office fully stocked: first aid, stationery, IT equipment, and food and drink - including the weekly order and team lunch

Own IT and AV set-up, troubleshooting systems for the team and setting up presentations

Manage subscriptions and tools for the firm: tracking renewals, negotiating with providers and maintaining accurate records

Complete monthly credit card reconciliation, matching transactions and receipts

Coordinate team and client gifting, including the annual client hamper programme and ad hoc requests

Use our AI tools in order to design simple systems and trackers that make information easy to find and processes easy to follow for the wider team

Provide holiday cover for Office Management and Executive Support colleagues

A ct as London office fire warden and first aider (you’ll be trained if you do not already have a qualification)

Europe team support: Ensure our team is supported to do their best work at all times

Support the delivery of internal and external events, from team socials to marketing events

Project manage weekly London Lunch and Learn sessions in collaboration with the program lead

Organise quarterly team headshots, including vendor liaison and internal communications

Manage weekly time-tracking data for our finance and resourcing teams

Take on ad hoc research, administration, diary management and travel booking as needed

Contribute to a collaborative and inclusive work environment

Give and receive feedback openly with colleagues at all levels of the firm

Actively seek input from others and reflect their contributions in your outputs

Contribute to an inclusive environment where brilliant work happens