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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.
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.
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
Act 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
