Reception & Office Coordinator

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. 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. 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. 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.

KEY DUTIES/RESPONSIBILITIES:

- 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