Office Coordinator

About the role

The Office Coordinator provides high‑level personal assistance to the Account Lead and senior leadership of a confidential project, ensuring smooth day‑to‑day office operations. The role acts as the central hub for communications, meeting logistics, stakeholder visits, and administrative systems while handling sensitive information with discretion.

Key responsibilities

• Manage communications on behalf of the leadership team, draft agendas, prepare minutes, and follow up on action items.
• Organise meetings, working groups and events, handling venue booking, seating arrangements, equipment setup and related logistics.
• Maintain the Account Lead’s calendar, coordinate travel and accommodation for internal and external delegations.
• Prepare and update office documents such as letters, memos, reports, spreadsheets and presentations.
• Serve as first point of contact for calls, enquiries and visitors, directing them appropriately.
• Establish and maintain electronic and physical filing systems, ensuring version control and easy retrieval.
• Track office expenses, manage corporate credit‑card usage, petty‑cash reconciliation and vendor relationships.

Required profile

• Exceptional organisational ability and strong judgement.
• Proven discretion handling confidential and high‑profile information.
• Excellent written communication and proofreading skills.
• Ability to manage multiple priorities in a fast‑paced environment.
• Proactive problem‑solving attitude and attention to detail.

Required skills