Office Assistant
Location: London
Reports to: UK Office and Facilities Manager
Type: Full Time / Permanent
Working hours: 8:00-5:00, Monday to Friday (5 days in the office)
About Phaidon International
Established in London in 2004, Phaidon International was founded with the ambition to deliver talent solutions backed by deep industry expertise. Since then, we have consistently ranked among the fastest-growing recruitment firms globally and are currently the 10th largest direct-hire agency in the world.
We partner with a wide range of businesses - from Fortune 500 companies to venture-backed start-ups - to deliver the right talent for mission-critical roles. Operating through global hubs, our consultants offer localised knowledge combined with international reach, helping clients navigate regional complexities and achieve both immediate and long-term hiring goals.
About the Role
As an Office & Facilities Coordinator, you will be the first point of contact for employees, candidates, visitors, and partners, ensuring a warm, professional, and seamless experience. You will play a central role in maintaining an exceptional workplace environment - supporting daily operations, managing suppliers, coordinating events, and ensuring that the office remains safe, organised, and well-presented at all times.
Working closely with the UK Office & Facilities Manager, you will oversee reception duties, facilities processes, health & safety compliance, and general office coordination.
This is a highly visible and essential role suited to someone who thrives in a people-focused, fast-paced, and service-oriented environment.
Core Responsibilities
* Welcome and support all visitors, candidates, callers, and delivery drivers while maintaining a clean, organised, and professional reception and office environment.
* Manage day-to-day office operations, including mail and package handling, kitchen and consumable upkeep, and assisting employees with general office queries. Use building systems to log visitors, report maintenance issues, submit security requests, and carry out daily office checks to identify leaks, obstructions, or misplaced equipment.
* Arrange repairs and maintenance, oversee access pass replacements, and maintain accurate facilities, cleaning, and health & safety logs.
* Coordinate communication, invoices, and payments with vendors; negotiate new products; raise PO’s; maintain supplier records; and support cleaning operatives with supplies and equipment.
* Organise internal events, staff socials, hosted meals, and source new restaurants or entertainment options while supporting VIP and Executive visits.
* Provide backup travel booking assistance for EUR staff via the travel platform.
* Support ongoing health & safety compliance, promote a safe, well-maintained workplace, and attend quarterly landlord meetings with the UK Office & Facilities Manager.
Skills & Experience
* Prior experience in an office, reception, workplace operations, hospitality, events, or facilities environment, with the ability to manage multiple priorities in a fast-paced setting.
* Strong written and verbal communication skills with a friendly, confident, and professional manner.
* Excellent organisational skills, high attention to detail, and the ability to work independently while following procedures and maintaining confidentiality.
* Proficiency with Microsoft Office Suite and general computer literacy.
* Bachelor’s degree or equivalent experience, with 1+ years in office administration, events support, or travel coordination.
* Demonstrated proactive mindset with strong problem-solving skills and the ability to anticipate needs before issues arise.
Why Join Us?
* Work in a collaborative, inclusive environment that values innovation and continues learning.
* 24 days of annual leave plus national holidays, winter holiday and a half-day off on your birthday.
* Benefits & Wellbeing: medical, dental, and optical insurance, along with access to an Employee Assistance Program (EAP), from your first day.
How to apply
If you are interested in the Office Assistant role, please apply directly.
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