Office Coordinator

Workplace Coordinator

Key Responsibilities

Reception & Front-of-House

• Answer incoming calls professionally, relay messages promptly, and manage all reception enquiries.
• Welcome clients courteously, issue visitor passes, offer refreshments, and notify the relevant Partner; ensure client priority over other visitors.
• Maintain a tidy and professional reception and waiting area, ensuring materials (e.g., newspapers) are present and up to date.
• Manage meeting room bookings in Eptura, ensuring correct setup, equipment, hospitality, and AV/IT requirements.
• Coordinate video conference bookings, ensuring systems are activated and functioning.
• Receive, dispatch, and track courier items; support courier-related queries and manage inbound/outbound postal processes.
• Sort and log incoming mail and ensure timely distribution

Office Administration

• Coordinate travel and accommodation bookings with approved travel agents, including visa support.
• Maintain up-to-date records of staff travel information (e.g., passport and ID details, exit visas).
• Support document handling (scanning, printing, photocopying), and prepare document folders, indexing, and labelling.
• Handle original documents in line with records management procedures, ensuring accurate tracking and full audit trails.

Workplace & Facilities Coordination

• Act as an ambassador for Workplace & Facilities Services, supporting delivery of high-quality client, hospitality, postal, and file management services.
• Monitor and maintain reception, meeting rooms, and communal areas to ensure consistently high standards.
• Ensure the safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures.
• Manage stock levels (stationery, refreshments, catering) and oversee inventory.
• Support the management of facilities service contracts, acting as a liaison between service users, contractors, and building management.
• Log and track Helpdesk jobs, proactively following up until resolution and updating end users.
• Conduct regular and ad-hoc floor walks in line with H&S policies, addressing housekeeping, signage, temperature, and safety concerns; agree and manage follow-up actions with the MEA WPS Operations Manager.
• Maintain H&S compliance records, including Fire Marshal/First Aider lists, first aid kits, defibrillators, and related safety boards.
• Schedule and coordinate DSE assessments, Fire Risk Assessments, and H&S inspections.
• Ensure adherence to Clyde & Co H&S policies across all in-house and contractor activities.
• Manage and maintain facilities-related records and management information.
• Manage relationships with contractors, vendors, and service providers, ensuring high-quality service delivery.
• Respond promptly to facilities-related issues and emergencies.
• Support space planning activities, office moves, and maintain up-to-date office seating/desk lists.

Communication

• Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs.

Essential Skills & Experience

• Strong communication skills, both verbal and written, with the ability to build and maintain constructive, professional relationships with clients, colleagues, and stakeholders at all
• levels.
• Exceptional client service mindset, with proven experience supporting high-level,
• client-facing tasks and delivering service to a consistently high standard.
• Advanced knowledge of document management and case management systems, with
• strong technical proficiency across Microsoft Office Suite and other digital tools.
• Highly organised and methodical, demonstrating excellent attention to detail and accuracy
• in all outputs, especially client communications and deliverables.
• Strong prioritisation and time-management skills, with the ability to manage competing
• deadlines, work effectively under pressure, and adapt to changing demands.
• Confident working independently, taking personal ownership for quality, delivery, and
• seeing tasks through to completion.
• Collaborative team player, contributing to shared goals, supporting colleagues when
• needed, and promoting a positive, cooperative working environment.
• Proactive problem-solver, able to investigate issues, identify solutions, and follow through
• to resolution.
• Discreet, confidential, and professional, with sound judgment when handling sensitive
• information.
• Positive “can-do” attitude, demonstrating flexibility, resilience, and a willingness to take
• on new responsibilities and challenges.
• Competent understanding of Health & Safety processes and procedures, with the ability
• to support compliance activities and maintain accurate records.
• Experience working with contractors, vendors, or outsourced service providers, coordinating effectively to support workplace operations a plus.
• Demonstrates continuous improvement mindset, suggesting enhancements to processes
• and proactively developing personal knowledge and skills.

Candidate Profile:

• Good standard of education; a health and safety qualification is desirable.
• Previous law firm experience is advantageous.
• Strong verbal and written communication skills, with the ability to build effective professional relationships.
• Confident and professional when communicating with clients at all levels, exercising appropriate discretion at all times.
• Excellent attention to detail and a high level of accuracy.
• Strong organisational skills, with the ability to manage competing priorities and meet tight deadlines.
• Proficient in Microsoft Office applications.
• Able to work effectively both independently and as part of a team, carrying out all duties with the highest level of confidentiality.