Receptionist & Office Coordinator

Description

At Gordon Brothers, smooth processes and systems are the key to our success. We are looking for someone with strong client focus, excellent organisational skills, and a personable disposition to keep us thriving. This role will provide strong, reliable, and efficient support for our front desk and office operations in London. The ideal candidate will thrive in a fast-paced environment and be adaptable in dealing with day-to-day tasks. This person will contribute to achieving organisational productivity by nurturing a positive, inclusive work environment.

This role requires presence in the office 5 days a week.

Key Responsibilities:

• Deal with all general office facilities matters and office queries, working closely with COO and broader team.
• Ensure office is running effectively on a day-to-day basis.
• Manage the switchboard, all incoming calls (including forwarded calls), handle general enquiries.
• Receive and greet clients and guests, serve drinks.
• Manage meeting rooms and make room bookings, ensuring rooms are clean between meetings.
• Distribute incoming mail, manage outgoing mail, deal with deliveries, liaise with couriers, and capture these on the database.
• Oversee all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
• Point of contact for all suppliers and external providers of services, the landlord team, building manager, and building reception staff, managing security building passes to access building.
• Manage office operations budget, including processing invoices and liaising with Finance team.
• Implement and maintain Health & Safety policies and procedures such as PAT testing, fire marshal, and first aid training and processes.
• Be solely responsible for maintaining all carbon file records in efficient order. Ensure all information is stored securely, in compliance with personal data protection regulations, and available to relevant members of staff when required.
• Manage office supplies: Order and coordinate the delivery of office supplies in a timely fashion, anticipating and ensuring no shortages, including letter-headed paper, compliment slips, business cards, corporate brochures. Order branded GB items such as water bottles, backpacks, etc., and prepare ‘welcome swag pack’ for new joiners. Receive deliveries and office orders, including weekly food delivery. Requisition all office consumables, i.e., general office stationery, toners for printers/photocopiers, coffee, and water supplies, etc.
• Mail and ship packages; update contacts database and employee lists.
• Manage and coordinate meeting room bookings, ensuring that the rooms are kept tidy and facilities are in working order.
• Arrange transport and accommodation when required for colleagues traveling from other offices and negotiate travel rates and suppliers.
• Take ownership of the office birthday log and arrange cakes for monthly birthday celebration.
• Arrange and coordinate lunch/breakfast for internal and external events when required.
• Support HR team with arranging meeting rooms for various events, onboarding, and offboarding processes.
• Support the EMEA Chief of Staff with his duties regarding IT and Comms.
• Deal with agreements for hotel rates and providers.
• Order and maintain list for IT equipment such as keyboards, screens, etc.
• Assist the Marketing & HR teams with organizing the Gordon Brother’s staff events throughout the year.
• Liaise and communicate with US & other regional office managers for knowledge sharing and coordination.
• Provide general support to visitors – internal and external.

Knowledge, Skills & Abilities:

• Knowledge of Microsoft Office (in particular, Word, Excel, PowerPoint) and Apple package as an advanced user of all applications.
• Possess relentless attention to detail and impeccable organisational skills.
• Strong client focus and ability to deliver excellent client service.
• Thrive in a fast-paced, entrepreneurial culture and manage multiple and shifting priorities.
• Proactive attitude and able to take initiative and offer ideas.
• Able to match/flex personal response to each individual and business situation.
• Ability to build effective working relationships within the business at all levels and with external suppliers.
• Excellent interpersonal and time management skills.
• A fast learner who enjoys being challenged and doing new things.
• Logical in their approach and finds solutions to resolve problems in a calm and prompt manner.
• Able to complete tasks and work individually without instruction.

Education & Experience:

• 2-4 years of relevant experience within a fast-paced financial or professional services organisation in an Office Manager role.
• Experience of performing successfully and staying calm under pressure in a fast-paced environment.
• Confident English speaker (other language skills in German or Spanish would be advantageous).

About Gordon Brothers:

Since 1903, Gordon Brothers has helped lenders, operating companies, advisors, and investors move forward through change. Headquartered in Boston, Gordon Brothers comprises approximately 500 professionals across North America, EMEA, and APAC regions. Gordon Brothers International covers all of the Group’s operations outside of North America and has over 150 professionals based in the UK, Germany, Spain, Italy, the UAE, Australia, Japan, and Singapore. Utilising our international presence, industry knowledge, and financial resources, we bring a powerful combination of expertise, operational experience, and capital to each opportunity. With services in valuations, dispositions, operations, and investments, we customise solutions on an integrated or standalone basis. We provide rapid solutions and reliable outcomes for clients at all points in the business lifecycle. Whether to fuel growth or facilitate strategic consolidation, we work across industries and around the world to put assets to their highest and best use. Gordon Brothers is an Equal Opportunity Employer.

Gordon Brothers offers a competitive total compensation package including base salary and incentive plan, benefits allowance, and more.

Gordon Brothers is an equal opportunity employer and strongly supports diversity in the workplace. This Job Description is intended to be a general representation of the responsibilities and requirements of the job. However, the description may not be all-inclusive, and responsibilities and requirements are subject to change.

It is the policy of Gordon Brothers to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, sensory, physical, or mental disability, marital status, veteran or military status, genetic information, or any other classification protected by applicable local, state, or federal laws. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

In compliance with the Equality Act 2010, please contact the Human Resources department if you have a disability and need reasonable accommodation with any part of the application process. Requests will be considered on a case-by-case basis.