Facility Coordinator (Front Desk)
Location: Mayfair, London
Client Site: International Investment Firm
Paragon Works is proud to be partnering with a prestigious international investment firm to recruit an exceptional Facility Coordinator for their Mayfair-based, multi-tenant London office.
This is a highly visible, customer-facing role, based at the reception desk, where professionalism, organisation and attention to detail are essential. You’ll be the first point of contact for clients, visitors and senior stakeholders, playing a key role in delivering a seamless workplace experience.
The Role
As Facility Coordinator, you will act as the face of the workplace — combining front-of-house excellence with high-level administrative and facilities support. The successful candidate will be immaculately presented, confident, punctual, articulate, IT-literate and fluent in English. Previous experience in a facilities or corporate office environment is highly desirable.
Key Responsibilities
Front of House & Client Experience
- Meet and greet visitors, ensuring a warm and professional welcome
- Manage reception duties, including call handling and transfers
- Coordinate visitor bookings and notify hosts of arrivals
- Print and issue ID cards for staff and visitors
- Support VIP visits, in-office events and business functions
Administrative & Office Support
- Provide administrative support to client representatives
- Manage selected staff diaries, calendars and meeting coordination
- Draft letters, correspondence and reports
- Organise travel arrangements for selected staff
- Maintain filing systems and document control
- Attend meetings and record minutes when required
Facilities & Workplace Coordination
- Raise, track and follow up work orders with vendors
- Verify, approve and process vendor invoices
- Manage stock levels, office supplies and catering orders
- Coordinate office catering, including dietary requirements
- Collect and distribute mail and manage courier services
- Fault reporting and coordination of repairs
- Monitor meeting room bookings and ensure rooms are serviced
- Support fire marshal duties during evacuation procedures
Operational Excellence
- Apply corporate processes and procedures consistently
- Maintain and update corporate IT systems
- Monitor workplace standards to ensure an exceptional environment
- Support PPM schedules and liaise with the FM team on reactive tasks
- Prepare visitor reports and assist with monthly reporting
- Coordinate RFQs, quotations and approvals for purchases
- Arrange inductions, meetings and associated tasks
- Support the wider team and contribute to the smooth operation of the site
Experience
- 3 plus years in a front desk administrative role
- Ability to provide a first class guest experience.
- Experienced in Microsoft Office suite
- Ability to manage and prioritise workload effectively.
Why Paragon Works
At Paragon Works, we believe exceptional workplaces start with exceptional people. This is an opportunity to join a premium client environment where professionalism, service excellence and attention to detail are genuinely valued.
If you thrive in a fast-paced, client-facing role and take pride in creating outstanding workplace experiences, we’d love to hear from you.
Please note this is a 12 month fixed term contract role based at our client site in Mayfair 5 days a week.
Devonshire is an equal-opportunity employer, and we encourage job applications from people of all backgrounds. All qualified applicants will receive consideration regardless of gender, race, religion, age, disability, sexual orientation or marital status.
We recognise how challenging this current job market is for candidates, and Paragon Talent Solutions are therefore striving to provide the best candidate experience we can.
If you are interested in this opportunity, we kindly request that you apply via this LinkedIn advert, as opposed to sending us an email or LinkedIn direct message.
We are eager to ensure that each candidate application is considered fairly, and receives a consistent experience. Unfortunately, we cannot ensure this standard if you enquire about a role via email or LinkedIn message, as it falls outside of our established process