Reception & Office Coordinator

Responsibilities

• This role combines reception, office coordination, supplier liaison and administrative support responsibilities.
• You will welcome guests and visitors in a professional and friendly manner, oversee front desk operations, manage meeting room bookings, handle incoming calls and emails, and distribute correspondence.
• In addition, you will provide day-to-day administrative support to London-based staff, helping to ensure the smooth and efficient running of the workspace.
• Reception & Office Coordinator Answer and manage incoming calls to the London office, taking clear, detailed messages and passing them promptly to the relevant person.
• Manage the London office inbox, respond to general enquiries accurately, and direct messages to the appropriate staff member.
• Welcome all office visitors in a courteous and professional manner, ensuring they are signed in and offered refreshments upon arrival.
• Maintain and manage all meeting room calendars, including the setup of meeting rooms for internal and external meetings.
• Organise and provide refreshments for meetings, which may include pastries, confectionery, or lunches as required.
• Ensure meeting rooms are cleared and reset promptly after each meeting.
• Keep the sample room tidy and organised throughout the day.
• Liaise with and coordinate external caterers for events, including fine dining or large-scale gatherings.
• Sign for and manage all deliveries from couriers; arrange outgoing couriers as needed.
• Sort and distribute incoming post and manage outgoing mail.
• Ensure stationery supplies are tidy, well-stocked, and replenished as needed by placing orders with the approved supplier.
• Provide overhead purchase orders (POs) for external printing and other approved overhead costs, as authorised by the Sales Director.
• Keep shared service areas, such as the kitchen and coffee point, clean, stocked, and presentable at all times Book travel and accommodation for staff members, subject to line manager approval.
• Support the smooth and efficient day-to-day running of the London workspace, coordinating office requirements, liaising with building maintenance and communicating issues to the appropriate person.
• Fire marshal duties, liaising with the Compliance team regarding H&S checks, First Aid boxes, fire extinguishers etc Administrative Support Assisting Sales Team with ensuring any demo product is arranged and co-ordinated with suppliers as guided by the Sales Team Ensure image library, supplier brochure library, samples and supplier price lists is maintained and updated.
• Assist with filing any paperwork, documents and computer-based information at the request of department heads.
• Assist with any binding or laminating of any tender submissions or other documents required for external purposes.
• Using a variety of software packages, including Microsoft Word, Outlook, PowerPoint, & Excel, to produce correspondence and documents and maintain records, spreadsheets and databases where appropriate.
• Supplier Liaison & Sample Coordination Act as the day-to-day conduit between suppliers and the London team, sharing relevant information and coordinating engagement opportunities.
• Coordinate the request, receipt, organisation, circulation and return of supplier samples, ensuring the sample room and records remain up to date.
• Organise supplier breakfasts, lunch-and-learn sessions, product presentations and other supplier-led activities for the team.
• Coordinate showroom visits for team members, including invitations, attendance, timings and communication with the supplier.
• Maintain positive supplier relationships and help connect the appropriate supplier contacts with relevant members of the team.
• General Maintain positive, productive relationships with all internal teams and external partners.
• Uphold Showcase’s objectivity and best practices in sales strategy and project delivery.
• Manage and sustain strong, supportive relationships with all suppliers to encourage ongoing collaboration with Showcase.
• Maintain safe working practices whilst undertaking your duties at all times THE IDEAL CANDIDATE: Understanding of the Interiors and Office Furniture sector would be preferred but not necessary Organised – Able to manage multiple moving parts, timelines, and stakeholders Must be computer literate basic Excel, Microsoft Word & basic PowerPoint Good Telephone Manner Excellent communication, interpersonal, and presentation skills Positive and calm manner with a can-do attitude with ability to work well under pressure Team player with commitment and ability to actively support the team.
• Confident in building supplier relationships, coordinating samples and organising supplier breakfasts, lunch-and-learn sessions, product presentations and showroom visits.
• To act in accordance with the company’s Health, Safety and Environmental policies, procedures and practices highlighting any issues appropriately Work flexibly and be receptive and adaptable to a changing environment within a fast-expanding Company Undertake any other reasonable tasks as directed by management

MAIN PURPOSE/OBJECTIVES OF ROLE

Our mission: - To deliver an on-brand experience, evoking emotions & creating inspiring spaces. As the Reception & Office Coordinator, you will be the first point of contact for all companies operating out of the London office.

You will also act as a conduit between suppliers and the London team, coordinating samples and helping to organise supplier breakfasts, lunch-and-learn sessions and showroom visits.