Our client, an established international organisation operating across multiple European offices are looking to recruit an experienced Office & Administration Coordinator.
We are seeking a highly organised, discreet and proactive professional who thrives in a dynamic, fast-paced international environment.
Reporting to the Office Manager, the successful candidate will act as a central coordination point for reception, facilities, administration, events, travel and health & safety functions within a busy corporate office.
Key Responsibilities
1. Reception & General Administration
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Act as first point of contact for visitors, ensuring adherence to visitor procedures
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Manage incoming calls, messages, and call transfers
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Monitor and respond to shared administration mailbox within agreed timelines
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Oversee staff and visitor access cards in line with building security protocols
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Liaise with building management regarding facilities (e.g. temperature, air conditioning)
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Coordinate translation requests (including negotiation of fees and service levels)
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Manage daily incoming and outgoing post
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Provide administrative support to Management and HR (printing, scanning, documentation)
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Maintain office maps and contact lists
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Support the Office Manager across day-to-day operational activities
2. Supplies & Facilities
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Manage office supplies, stock control, and ordering
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Process supplier invoices: collect, scan, obtain approvals, and submit to Accounts Payable
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Assist with annual office budget preparation (data entry and tracking)
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Ensure meeting rooms and stationery areas are maintained to high standards
3. Events Coordination
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Support preparation of partner visits, breakfast meetings, on-site lunches, and ad-hoc events
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Manage meeting room bookings and calendar coordination
4. Travel Management
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Book flights, accommodation, and taxis in accordance with company travel policies
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Support travel insurance claims where required
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Coordinate group travel arrangements for seminars and events
5. Health & Safety
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Assist with implementation of Health & Safety requirements
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Conduct monthly H&S checks
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Ensure adherence to Clean Desk Policy and general office organisation
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Support fire drills, access compliance, ergonomics, and annual off-site BCP testing
6. Administrative & Executive Support
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Provide general secretarial and typing support
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Assist in preparation of presentations and reports
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Maintain procedures documentation and filing systems
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Complete monthly administration credit card reconciliations
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Coordinate Managing Director signature requests (bi-weekly submissions)
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Support special projects and reporting initiatives as required
External Liaison
Experience & Profile
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Minimum 3 years' experience in a similar administrative or office coordination role
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Strong proficiency in MS Office and standard business software
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Highly adaptable with the ability to manage multiple priorities
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Proactive, detail-oriented, and exceptionally well organised
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Strong team player with a collaborative mindset
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Experience working internationally and exposure to multicultural environments
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Additional European languages are advantageous
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Absolute discretion and professionalism at all times
