Office Coordinator

Job description

Key responsibilities – Workplace Services Reception & Front-of-House Answer incoming calls professionally, relay messages promptly, and manage all reception enquiries. Welcome clients courteously, issue visitor passes, offer refreshments, and notify the relevant Partner; ensure client priority over other visitors. Maintain a tidy and professional reception and waiting area, ensuring materials (e.g., newspapers) are present and up to date. Manage meeting room bookings in Eptura, ensuring correct setup, equipment, hospitality, and AV/IT requirements. Coordinate video conference bookings, ensuring systems are activated and functioning. Receive, dispatch, and track courier items; support courier-related queries and manage inbound/outbound postal processes. Sort and log incoming mail and ensure timely distribution. Office Administration Coordinate travel and accommodation bookings with approved travel agents, including visa support. Maintain up-to-date records of staff travel information (e.g., passport and ID details, exit visas). Support document handling (scanning, printing, photocopying), and prepare document folders, indexing, and labelling. Handle original documents in line with records management procedures, ensuring accurate tracking and full audit trails. Workplace & Facilities Coordination Act as an ambassador for Workplace & Facilities Services, supporting delivery of high-quality client, hospitality, postal, and file management services. Monitor and maintain reception, meeting rooms, and communal areas to ensure consistently high standards. Ensure the safety and security of staff and visitors, including issuing access passes and supporting first aid and incident reporting procedures. Manage stock levels (stationery, refreshments, catering) and oversee inventory. Support the management of facilities service contracts, acting as a liaison between service users, contractors, and building management. Log and track Helpdesk jobs, proactively following up until resolution and updating end users. Conduct regular and ad-hoc floor walks in line with H&S policies, addressing housekeeping, signage, temperature, and safety concerns; agree and manage follow-up actions with the MEA WPS Operations Manager. Maintain H&S compliance records, including Fire Marshal/First Aider lists, first aid kits, defibrillators, and related safety boards. Schedule and coordinate DSE assessments, Fire Risk Assessments, and H&S inspections. Ensure adherence to Clyde & Co H&S policies across all in-house and contractor activities. Manage and maintain facilities-related records and management information. Manage relationships with contractors, vendors, and service providers, ensuring high-quality service delivery. Respond promptly to facilities-related issues and emergencies. Support space planning activities, office moves, and maintain up-to-date office seating/desk lists. Communication Communicate regularly with Workplace Services Managers and colleagues across all levels to ensure effective service delivery and alignment with business needs. Essential Skills & Experience Strong communication skills, both verbal and written, with the ability to build and maintain constructive, professional relationships with clients, colleagues, and stakeholders at all levels. Exceptional client service mindset, with proven experience supporting high-level, client-facing tasks and delivering service to a consistently high standard. Advanced knowledge of document management and case management systems, with strong technical proficiency across Microsoft Office Suite and other digital tools. Highly organised and methodical, demonstrating excellent attention to detail and accuracy in all outputs, especially client communications and deliverables. Strong prioritisation and time-management skills, with the ability to manage competing deadlines, work effectively under pressure, and adapt to changing demands. Confident working independently, taking personal ownership for quality, delivery, and seeing tasks through to completion. Collaborative team player, contributing to shared goals, supporting colleagues when needed, and promoting a positive, cooperative working environment. Proactive problem-solver, able to investigate issues, identify solutions, and follow through to resolution. Discreet, confidential, and professional, with sound judgment when handling sensitive information. Positive “can-do” attitude, demonstrating flexibility, resilience, and a willingness to take on new responsibilities and challenges. Competent understanding of Health & Safety processes and procedures, with the ability to support compliance activities and maintain accurate records. Experience working with contractors, vendors, or outsourced service providers, coordinating effectively to support workplace operations a plus. Demonstrates continuous improvement mindset, suggesting enhancements to processes and proactively developing personal knowledge and skills. This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right, in its sole discretion, to add or subtract duties and responsibilities as it deems necessary. Candidate Profile: Good standard of education; a health and safety qualification is desirable. Previous law firm experience is advantageous. Strong verbal and written communication skills, with the ability to build effective professional relationships. Confident and professional when communicating with clients at all levels, exercising appropriate discretion at all times. Excellent attention to detail and a high level of accuracy. Strong organisational skills, with the ability to manage competing priorities and meet tight deadlines. Proficient in Microsoft Office applications. Able to work effectively both independently and as part of a team, carrying out all duties with the highest level of confidentiality. The Firm When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. Our Commitment Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process. A Note on Privacy Please take a moment to read our privacy notice . This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice. This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business. الشركة عند انضمامك إلى شركة كلايد أند كو، تصبح جزءًا من فريق عالمي يضم 500 شريك، و2400 محامٍ، و3200 متخصص قانوني، وأكثر من 5500 موظف فيما يقارب 70 مكتباً وفرعاً حول العالم . تشكل قيمنا المبادئ التي توجه قراراتنا، وتوحدنا في مساعينا، وتعزز جودة أدائنا سواء تجاه عملائنا أو شركتنا. نعمل بروح الفريق الواحد، ونتميّز في خدمة عملائنا، ونحتفي بالاختلاف، ونتصرف بجرأة. نلتزم بالعمل بمسؤولية من خلال السعي نحو بناء قوة عاملة متنوعة وشاملة تعكس المجتمعات والعملاء الذين نخدمهم. كما نكرس جهودنا لتوفير بيئة تمكّن الجميع من تحقيق إمكاناتهم الكاملة، وتسخير مهاراتهم القانونية والمهنية في دعم مجتمعاتهم. نُجسّد هذا الالتزام من خلال تقديم الخدمات القانونية المجانية، والمشاركة في الأعمال التطوعية، وبناء شراكات خيرية، إلى جانب تقليل أثرنا البيئي، بما في ذلك التزامنا بمعيار صافي الانبعاثات الصفرية ووضع أهداف طموحة لخفض الانبعاثات. التزامنا تفخر كلايد أند كو بكونها شركة ملتزمة بمبادئ تكافؤ الفرص. تشجعنا قيمنا على دعم العدالة، والاحتفاء بالتنوع، ورفض جميع أشكال التمييز في بيئة العمل، بما يتيح لكل فرد فرصة التميز والنجاح في مسيرته المهنية. ولذلك، نرحب بجميع طلبات التوظيف من الأفراد المؤهلين، بغض النظر عن خلفياتهم أو هوياتهم. للتعرّف على خطوات عملية المقابلة لدينا . ملاحظة بشأن الخصوصية نرجو منك تخصيص بعض الوقت لقراءة إشعار الخصوصية الخاص بنا، والذي يوضح البيانات الشخصية التي قد تحتفظ بها الشركة، وأغراض استخدامها، وآلية جمعها، وحقوقك بصفتك صاحب بيانات وطرق التواصل معنا. إذا كنت تقدم مرشحاً بالنيابة عن وكالة توظيف شريكة، فإن من مسؤوليتك الأساسية والضرورية التأكد من أن المرشح المتقدم للعمل لدى الشركة قد اطّلع على هذا الإشعار . يرجى ملاحظة أن هذا الوصف الوظيفي يعكس الوضع الحالي، إلا أن شركة كلايد آند كو تحتفظ بحقها في تعديله بشكل معقول بما يتماشى مع احتياجات العمل المتغيرة .