Job Description
Office Co-ordinator & Team Assistant | £35,000 - £46,000 DOE | Perm | 5 days office based | City Location
An established global investment firm is seeking an organised and proactive Office Coordinator / Team Assistant to support the smooth day-to-day running of its London office. This is a hands-on role suited to someone who enjoys variety, takes pride in keeping an office running efficiently, and is comfortable supporting senior stakeholders alongside the wider team.
You will play a central role across office coordination, facilities, reception, and administrative support, working closely with the Office Managers and collaborating with colleagues across the business.
Key Responsibilities
Office & Facilities Management
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* Maintain office equipment, supplies, and shared spaces to a high standard
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* Manage incoming and outgoing mail and couriers
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* Maintain records for security access cards and liaise with building security
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* Act as Fire Warden, attending briefings and supporting evacuation drills
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* Support Health & Safety procedures across the office
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* Manage kitchen areas, including restocking supplies and coordinating dishwasher duties
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* Order and monitor inventory of general office supplies
Reception & Meeting Support
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* Coordinate meeting room bookings using calendar systems
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* Register guests and manage visitor access with building security
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* Answer incoming calls and welcome visitors professionally
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* Provide hospitality support, including refreshments and catering
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* Assist with meeting room technology setup and basic troubleshooting
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* Ensure meeting rooms are tidy, organised, and ready for use
Administrative & Team Support
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* Manage diary and travel arrangements for Executive Director level stakeholders
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* Process Executive Director expenses
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* Provide general administrative support including document preparation, printing, and binding
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* Maintain administrative records, databases, and shared documentation
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* Support onboarding of new joiners, including inductions and welcome materials
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* Coordinate internal communications and team updates
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* Assist with ad hoc tasks and projects as required
Events & Coordination
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* Support logistics for board meetings and internal events
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* Assist with planning larger team meetings, including RSVPs and venue bookings
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* Contribute to the organisation of social events and team activities
Skills & Experience Required
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* Previous experience in a similar office support or team assistant role
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* Proven diary and travel management experience
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* Strong Microsoft Office skills and confidence using administrative systems
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* Excellent communication and interpersonal skills
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* Highly organised with the ability to manage multiple priorities
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* Proactive, detail-oriented, and service-focused
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* Professional, discreet, and trustworthy
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* Comfortable working independently and as part of a team
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* Willing to be fully office-based and provide hands-on support
This is an excellent opportunity for someone who enjoys being at the heart of an office environment and supporting a collaborative, fast-paced team.
We are ideally looking for a candidate who can start immediately or is available on short notice (2 weeks max). Please apply ASAP to avoid disappointment!
REF: JGA/146875
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