Receptionist/Office Administrator job at London Full Time NEW

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.

Key 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 briefed promptly.
• Coordinate all meeting room F&B requirements, ensuring hospitality standards are met for internal and external meetings.
• Support the planning and execution of office events and corporate hospitality, working in close collaboration with the Facilities and HR teams to deliver well-organised, high-quality experiences.
• Manage the coordination and organisation of kitchen and breakout areas, ensuring beverages, consumables, and supplies are consistently well-stocked and maintained throughout the day.

Facilities, Projects & Operational Support

• Serve as a key coordination point for all office facilities requests and tickets, managing the queue efficiently and escalating issues where appropriate to ensure timely resolution.
• Support the Facilities team in the management and oversight of key onsite vendors, ensuring service standards are maintained and any issues are addressed proactively.
• Provide administrative and logistical support for office projects, taking ownership of assigned tasks and ensuring deadlines are met.
• Support satellite offices with administrative and ordering tasks, acting as a reliable and responsive point of contact for remote teams.
• Coordinate travel and accommodation arrangements for visiting colleagues, managing bookings efficiently and ensuring a smooth experience from arrival to departure.
• Support the onboarding process for new starters in collaboration with the HR and Facilities teams, assisting with office inductions and administrative setup.
• Undertake any other reasonable duties as required in support of the office, management team, and wider business.

Skills, Experience & Qualifications

Essential

• Strong, demonstrable administrative experience gained within a busy, professional office environment — this is a core requirement of the role.
• Advanced proficiency in Microsoft Office, with particular strength in:
• • Microsoft Excel — including data entry, cost tracking, reporting, and the creation and management of spreadsheets and trackers.
  • Microsoft Outlook — including diary and calendar management, meeting scheduling, and email correspondence.
  • Microsoft Word & PowerPoint — for document creation, formatting, and presentation support.
• Exceptional organisational and coordination skills, with the proven ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Strong attention to detail, ensuring accuracy across all administrative tasks, data entry, and reporting.
• Excellent verbal and written communication skills in English, with the ability to communicate clearly and professionally at all levels.
• Professional, confident, and personable, with strong interpersonal skills and the ability to build positive relationships with staff, visitors, and vendors alike.
• A proactive, “can-do” attitude with the ability to work both independently and as a collaborative team player.
• Experience in project administration, demonstrating the ability to support and coordinate multiple workstreams simultaneously.
• Ability to exercise discretion, good judgement, and maintain confidentiality where required.

Desirable

• Previous experience in a reception, office coordination, or facilities administration role within a corporate or financial services environment.
• Experience supporting management teams with administrative tasks and reporting.
• Familiarity with facilities management processes, vendor coordination, or event planning and execution.

Location

20 Fenchurch Street, London, EC3M 3BY

Working hours

9 am to 6 pm, Monday to Friday

Benefits

• Career support and development.
• Salary commensurate with experience.
• Performance-based discretionary cash bonus scheme.
• Discretionary stock grant.
• Group Life Assurance cover.
• Group Income Protection.
• Occupational pension scheme based on gross earnings.
• Above statutory annual leave, increasing with service.
• Daily company-paid lunch and healthy snack options throughout the day (when working from the office).
• Access to Private Medical Insurance, Dental Plan, and/or Health Cash Plan (including dependants)*.
• Corporate events.
• Travel season ticket loans*.
• Cycle to work scheme*.
• Fitness subsidisation.

• On successful completion of the probation period.