Office Coordinator (Front of House & Leadership Support)

Role summary

A hands-on, highly organised and professional office all-rounder to act as the day-to-day "go to" for a modern office of around 100 people. The role covers front-of-house reception, coordination of office facilities and meeting spaces, guest logistics, light diary/admin support to senior leaders, and other administrative tasks as needed. While the role holder will be primarily based at the office reception (front desk), they will have the flexibility to move around the office as needed to carry out day-to-day tasks, checks, and support activity. The role requires someone confident in taking ownership, using initiative, and making sound day-to-day decisions to ensure the office operates smoothly and presents a professional environment at all times. The position is fully office-based and located in the heart of Romford. The post holder is expected to be onsite Monday to Friday between 8.45am and 5.15pm. This is a 7.5-hour working day, with a 1-hour lunch break, taken in line with business needs to ensure appropriate office cover.

Initial focus - office move preparation

Upon joining KGM, the initial focus of the role will be supporting the Business Manager & Executive Assistant to the Managing Director and the Service Delivery Manager to prepare the current office for an upcoming move to new premises within Romford in October 2026. This will be a hands-on role, supporting practical readiness, coordination, and day-to-day organisation in the lead-up to the transition. The role has been created ahead of the office move to allow the successful candidate to fully immerse themselves in the planning, preparation, and execution of the move - ensuring they are ready to hit the ground running from day one in the new office environment. This initial phase will also be a key opportunity for the role holder to get to know KGM and its people, building strong working relationships and rapport across teams. Through day-to-day interaction, visibility in the office, and hands-on involvement in the move preparation, they will quickly establish themselves as a trusted, professional, and confident presence - someone colleagues feel comfortable approaching and relying on.

Key responsibilities

Front of House / Reception

• Act as first point of contact for visitors, creating a confident, professional welcome and ensuring sign-in/badging processes are followed.
• Handle general enquiries, post/couriers, and deliveries, using judgment and initiative to resolve issues where possible.

Office facilities & day-to-day operations

• Maintain office standards: kitchen, stationery, hygiene supplies, and general consumables; place online orders and keep stock levels tidy and controlled.
• Work alongside the contracted office cleaner, who has responsibility for maintaining the overall cleanliness of the office and who visits twice a day. As the cleaner will not always be on site, the role holder will be comfortable carrying out occasional light spot cleaning as needed (e.g., if there is a spillage) to ensure the office always remains presentable.
• Log facility issues (e.g., heating/lighting/repairs), with the Howden Group CRES Support team.
• Issue, manage, and maintain staff access passes, keeping records up to date and ensuring access is controlled appropriately.
• Manage staff locker access, including allocation, tracking, and leaver resets. Hold and securely control the master locker key/pass, using it to provide access overrides in the event of lost keys or access issues, and maintaining appropriate records of use.
• Coordinate car park access for staff, including permits, access instructions, and maintaining accurate logs.
• Support office set-up for new starters/movers (access basics, welcome/orientation support).
• Proactively identify issues or improvements in the office environment and take initiative to resolve them or escalate appropriately, rather than waiting for direction.