Purpose of the role
The Office Coordinator is responsible for managing the general operations and facilities in the office, ensuring it is fully operational during working hours. The Office Coordinator is also involved in the organisation of LEWIS events and other internal initiatives. This role provides key support to the Engagement teams and ad hoc projects and activities for the account servicing teams.

Main responsibilities
Front of house management

• 
  Open & close the office, ensuring it is fully operational during office hours
• 
  Have ongoing contact with reception to run errands or pick up post mail and other orders
• 
  Meet & greet clients and guests positively, making them feel welcome
• 
  Responsible for catering and consumables for the office, meetings & events
• 
  Manage couriers, post and taxis
• 
  Appointing, training and managing interns and ACs on front desk duties
• 
  Managing & organising front desk cover in periods of absence, lunch, holidays, sickness etc.
• 
  Managing meeting room diaries and the coordination of internal and external meetings
• 
  Managing the general operations and facilities of the office, including stock supplies of stationery/consumables, repairs, machines, fire evacuation policies/signage, risk assessments, office refurbishments/moves, ensure the kitchen is fully stocked, maintained and in order etc.
• 
  Manage external contracts including landlord, Uber services, courier, occupational health, safety and hygiene, stationery, taxis, couriers and groceries ensuring we are getting the best service for the best price
• 
  Organise the logistics of any assigned office initiatives and events (including travel and accommodation)
• 
  Manage the distribution and collection of IT equipment to new joiners, leavers and existing members of the team who are working from home

Operations administration

• 
  Ensure meeting room calendars are kept updated
• 
  Ensure the office attendance sheet is updated and meets COVID-19 safety requirements
• 
  Ensure all Operations materials (e.g. Reception Manual, Emergency Front Desk Manual etc.) are kept updated and shared with the Euston team
• 
  Research and book hotel rooms, taxis and flights for colleagues and international visitors
• 
  Book couriers and ensure post is sent and received in a timely manner
• 
  Promote meetings & initiatives including the office monthly meeting
• 
  Ad-hoc admin support

General

• 
  Be a cultural ambassador: promoting initiatives, using email and social media channels
• 
  Proactive and ongoing communication with all stakeholders and line manager
• 
  Contribute and support the continuous improvement of systems, practices and policies ensuring they underpin our Company culture
• 
  Acts professionally across the agency and represents LEWIS positively
• 
  Acts with discretion, understanding the importance of being confidential with highly sensitive information

About you

• 
  Fluent English speaker
• 
  Strong coordination and communication skills gained in customer-facing role (e.g. HR, recruitment, PA, receptionist, operations support).
• 
  An awareness of people and the ability to adapt your behaviour to the needs of each individual you encounter
• 
  Ability to be calm under pressure and deal with competing deadlines
• 
  Experience dealing with highly confidential information with discretion
• 
  Educated to degree level
• 
  Experienced in managing a varied and changing workload
• 
  Confident and collaborative self-starter with initiative
• 
  Creative thinking ?outside the box? to providing solutions and solving problems
• 
  Proven experience of multi-tasking administrative projects through to completion
• 
  Excellent presentation, written and verbal communication skills
• 
  Strong Excel, Word and Power-point skills as well as a keen interest in social media
• 
  Well organised, ability to prioritise, attention to detail, pragmatic approach

This job description is not intended to be an exhaustive list of the responsibilities for this role. Other responsibilities may be added from time to time.

LEWIS is an Equal Opportunity Employer. We are committed to creating and fostering an environment focused on equality, empowerment and respect. We strive to create an inclusive workplace that supports and celebrates our diversity. We continue to invest in our efforts to ensure that LEWIS is a place where everyone can thrive.