Reception and Office Coordinator

Description

• Support travel planning by liaising with internal teams and external partners to ensure cost-effective, timely, and accurate arrangements.
• Oversee incoming and outgoing post, couriers, and deliveries, ensuring accurate distribution and timely collections for all companies on-site.
• Ensure service contracts (e.g., cleaning, maintenance, hospitality) are effectively monitored and escalated when necessary.
• Act as the central coordination point for incoming enquiries-phone, email, and in-person-ensuring timely responses and effective communication flow.
• Work closely with HR to coordinate new starter inductions and site orientations, supporting a smooth onboarding experience and maintaining up-to-date induction materials.
• Manage relationships with local service providers and vendors, ensuring quality service delivery and timely resolution of any operational issues.
• Partner with internal teams and external vendors to support sales, marketing, and customer events, ensuring all activities run smoothly and meet operational standards.
• Oversee the full front-of-house function, ensuring all visitors receive a professional, seamless, and positive experience from arrival to departure.
• Maintain a high standard of presentation across all reception and communal areas, reinforcing a polished and welcoming workplace environment.
• Raise purchase orders through SAP, maintain tracking of invoices, and support budget monitoring for office-related expenditure.
• Manage visitor registration, security compliance, and all associated documentation in line with site protocols.
• Oversee booking and management of meeting rooms across the site, ensuring availability is aligned with business priorities, key events, and senior-level requirements.
• Take ownership of day-to-day office operations, ensuring all administrative processes run efficiently across Tate Europe.
• Facilitate cross-functional communication by working closely with internal teams to provide administrative support where required.
• Identify opportunities to streamline office processes, improve visitor experience, and enhance workplace efficiency.
• Support the planning and execution of onsite meetings, workshops, and company events, coordinating logistics, resources, hospitality, and room setups.
• Coordinate travel arrangements, accommodation bookings, and event logistics for staff visitors and business activities across Tate Europe.
• Maintain oversight of office supplies, equipment, and facilities, ensuring operational readiness and addressing issues proactively.

Requirements

• Ability to maintain composure and handle a range of requests in a calm, proactive manner.
• Demonstrated experience managing reception or front-of-house services with a strong customer-service ethos and hands-on experience supporting office operations, facilities coordination, or workplace administration across multiple teams or departments.
• Competence in managing front-of-house operations, ensuring a polished and efficient workplace experience.
• High level of attention to detail, accuracy, and follow-through in all administrative tasks.
• Exceptional organisational and multitasking abilities, with the capacity to manage competing priorities and deadlines.
• Proven experience in an Office Coordinator, Office Manager, Front-of-House Manager, or similar operational role within a corporate or professional services environment.
• Strong communication skills: confident, professional, and adept at building positive relationships across all levels of the business.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance