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

• 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