Office Coordinator | Receptionist

Serve as a welcoming and reliable point of contact for the office, working collaboratively as part of a global, multidisciplinary workplace management team to deliver a seamless and positive experience for colleagues and clients alike.

Provide thoughtful, high-quality support to the CRES Manager, the wider CRES team, and local leadership across all aspects of workplace services, including reception, catering and hospitality, mail, stationery, office maintenance, waste management, security etc. Ensure day-to-day office needs are handled with care, professionalism, and a strong sense of responsiveness.

Support the delivery of local Health & Safety requirements, such as office risk assessments, first aid and fire warden coordination, and life safety equipment checks, helping to ensure Man Group remains fully compliant with regulatory standards and aligned with global best practice at all times.

Specific responsibilities

Reception and Office Services

• Welcome clients and visitors, ensuring a professional and high-quality guest experience.
• Coordinate hospitality, catering, and meeting room setup for external meetings.
• Support basic VC/AV setup for client meetings as needed.
• Manage office supplies, including post, print, and stationery.
• Maintain catering supplies for tea points, meetings, and events.
• Handle switchboard calls, directing enquiries appropriately.
• Support the CRES Manager with access pass issuance and related reconciliations in line with agreed processes.
• Help coordinate and oversee third-party contractors — including cleaning, catering, pest control, landscaping, waste management, office maintenance, and access control — liaising with building management as required.
• Receive and distribute incoming and outgoing mail.
• Provide general support to the CRES Manager in the day-to-day running of the office.

Health & Safety

• Support the CRES Manager in maintaining a safe working environment, including carrying out routine checks.
• Maintain accurate records for first aiders, fire wardens, and PEEPs.
• Ensure first aid boxes are accessible, visible, and regularly stocked.
• Assist with compliance on fire evacuation procedures and local regulations.
• Support the reporting process for accidents, incidents, and near misses.
• Maintain a log of all personal DSE equipment issued to staff.

Moves & Changes

• Support the CRES Manager with desk moves, changes, and related logistics.
• Assist with ad hoc requirements such as desk booking, locker allocations, and artwork.

Event Management

• Help coordinate office events, including seasonal gatherings such as summer and winter parties.
• Support décor and theming for relevant initiatives (e.g. Pride), aligning with global offices where appropriate.

Financial

• Raise and/or approve purchase orders.
• File quotes and supporting documentation accurately within the relevant shared folders.
• Maintain data logs and records as required.

Administration & Communications

• Communicate office and CRES updates via email, Slack, and other channels as needed.
• General support as required

Technical Competencies

• University degree preferable
• Reception and or client facing experience
• Ability to multitask and remain calm under pressure.
• Encourage collaboration and team working
• Good understanding and awareness of Health & Safety
• Excellent written and verbal communication skills
• PC literate proficiency in MS Outlook with mid to excellent level MS Excel and PowerPoint skills
• Personable and able to develop relationships at all levels in the organisation with particular emphasis on customer service excellence
• Relevant experience with Corporate Services or Client facing experience (preferred)